Program Coordinator

Administrative Support Role at Yale

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Salary: $31.83

Job Requisition ID: 138295WD

Overview

Reporting to the Manager, Residency, Fellowship & Graduate Programs, performs administrative and registrar duties incidental to activities related to residency, fellowship, and graduate programs within the department of Pathology. Coordinates with students, prospective students, faculty, visitors, and staff. Coordinate and collaborate with the House Staff, Graduate Medical, and Medical Staff Offices, registrars in the Yale Biological and Biomedical Sciences (BBS), the Graduate School of Arts and Sciences (GSAS), and other departments. Serves as backup graduate registrar and residency coordinator.

Coordinates activities for fellowship programs. Maintains evaluations through Med-Hub. Ensures accurate and complete information in FRIEDA, NRMP, ACGME, webADS, GME TRACK, Med-Hub and ABPath systems. Plans, coordinates, and organizes meetings and lectures as part of the ACGME requirements. Monitors trainee work hours, vacations and leave of absences in MedHub and didactic attendance. Tracks and prepares appointment and reappointment letters. Ensures trainee compliance with ACGME established policies and procedures. Supports program directors in meeting regulatory requirements. Processes training verification requests. Provides administrative support in preparation for and participates in ACGME-conducted accreditation site visits. Maintains web-based ACGME accreditation surveys. Compiles and submits reports to ACGME and other professional organizations as required. Provides administrative support to program directors, including scheduling of meetings, preparation of agendas, recording and maintaining meeting minutes, development of reports. Assists in administrating faculty and trainee development and recruitment of trainees. Determines administrative, facility, and equipment needs for lectures and conferences. Summarizes and reports findings. Assists with onboarding and departmental and institutional orientation requirements. Assists with the annual graduation event. Supports the coordination for all activities related to grand rounds. Welcomes, orients, and host visitors to campus. Responsible for specifics of itineraries, travel arrangements, and accommodations. Maintains complex calendars. Schedules and coordinates in person and virtual meetings and appointments in multiple time zones. Collect and processes receipts for reimbursement of travel (domestic and international) to Yale. Coordinates and communicates with internal and external entities to ensure required arrangements are optimally executed. Assists with conducting research and gathering background information for projects, meetings, and events as needed in preparation for determined activities. Formats a variety of material with grammatical and factual accuracy. Uses the University's electronic systems for expense management, travel booking, and placing orders with vendors. Assists with the coordination of logistics for events, conferences, seminars, and programs held on and off campus. Performs back-up support and additional duties as necessary to maintain the highest level of service and support.

Required Skills and Abilities

1. Demonstrated ability to handle a complex portfolio of work in an intensive multi-tasking environment.

2. Ability to prioritize work, manage multiple tasks, creatively problem-solve, and meet tight deadlines independently and as part of a team. Attention to detail, organized and professional demeanor.

3. Well-developed computer skills; advanced proficiency in Microsoft Excel, PowerPoint, Word, and Outlook. Ability to learn new software systems.

4. Excellent interpersonal and communication skills, both verbal and written; ability to deal effectively with all levels of staff with demonstrated outstanding organizational and customer service skills. Proven ability to draft, edit, and proofread correspondence for content, style, and grammatical accuracy; excellent spelling, grammar, and proofreading skills.

5. Demonstrated ability to maintain confidential information with discretion and professionalism.

Principal Responsibilities

1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.

2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.

3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.

4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.

5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.

6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material.

7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.