Program Administrator, Camp Yale Programs and Student Engagement

Program Administrator for Camp Yale Programs and Student Engagement

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The Program Administrator for Camp Yale Programs and Student Engagement manage operational, administrative, and financial functions for Student Engagement and Student Affairs initiatives. With direction of the Associate Dean of Students, the Program Administrator leads the planning and coordination of Camp Yale Programs; with direction from the Dean of Student Engagement, the Program Administrator supports operations for Student Engagement and the Cultural Centers. Working closely with staff, student leaders, graduate assistants, and campus partners, the Program Administrator helps ensure the successful execution of programs, events, and student support initiatives.

Key responsibilities include:

• Lead the central coordination efforts for Camp Yale Programs by facilitating meetings, developing operational timelines, and liaising with key stakeholders such as Dining Services, Housing, student employment, and the First-Year Affairs Office.
• Serve as the main contact and guide for the directors of the ten Camp Yale Programs assisting with budgets, logistics, and new initiatives.
• Manage the overall budget for the Camp Yale Programs.
• Coordinate with the First-Year Affairs team to put together the Camp Yale Form for new students and assign new students to a Camp Yale Program that they are interested in and can participate in.
• Manage the work of a support staff including one part time employee (one month position) assigned to Camp Yale Arts, BUILD, and Launch; two Graduate Assistants (GAs), as well as administrative and financial assistants, to support Camp Yale Programs and Student Engagement initiatives.
• Provide financial administration and oversight for the Student Engagement team and Cultural Centers, including management of contracts, financial tracking and reconciliation, reporting, and ensuring compliance with university policies and procedures.
• Onboarding and offboarding processes for team members, including student workers.
• Supervise student workers, maintain office supplies, and serve as the primary contact for facilities for Suite 240.
• Organize and coordinate administrative support for Student Engagement and the Cultural Centers.
• Develop and implement procedures, steps, and processes for daily tasks and operations, supporting efforts to centralize and streamline activities. Create reports to identify patterns and conduct trend analyses. Develop guides, handbooks, and other procedural documents as needed.
• Coordinate unit-wide events and initiatives, such as trainings and retreats.
• Contribute to unit-wide initiatives and support Yale College-wide programs, including Safety Net.

The Program Administrator reports to the Director of Operations for Yale College. Work is performed in person, on campus. This is a fixed-duration role; 1 year from start of hire. Required Skills and Abilities 1. Excellent communication, interpersonal and organizational skills. Strong planning and organizational skills.

2. Proven ability to work independently, multi-task, use good judgment and work under pressure to meet deadlines.

3. Demonstrate strong analytic and problem-solving skills. Excellent computer skills with proficiency in such programs as MS, Excel and Access.

4. Appreciation and respect for principles of diversity, equity, and inclusion.

5. Ability to engage with diverse individuals (age, gender, nationality, race/ethnicity, profession, sexual orientation, etc.).

Principal Responsibilities

1. In support of the overall mission, plans, directs, and oversees programmatic activities. Assumes primary accountability for disseminating and publishing all program information to create public awareness and support of the program.

2. Works closely with leadership, internal and external colleagues, and community residents to further develop and implement strategic plans.

3. Oversees the development of detailed plans and successful implementation of projects in concert with stakeholders.

4. Works closely with business analysts, technical professionals, end users, and project stakeholders during the requirements, solutions design, and implementation phases to develop detailed project plans for implementation.

5. Oversees and trains all student employees and summer program staff.

6. Develops the administrative infrastructure of the program that supports the strategic direction of the program from leadership. Oversees human resource and administrative functions of the program.

8. Investigates, identifies, implements, and oversees the maintenance of systems to gather, track and report information to support the initiatives of the program. Tracks all program activities and regularly informs leadership of progress on each initiative. Recommends structural or programmatic adjustments, changes or additions based on full knowledge of missions, goals and objectives.

9. Works on risk assessment, communication planning, and program entry criteria.

10. Create detailed project plans, including timelines, budgets, and resource allocation, to ensure the successful completion of the project.

11. Manages client expectations and provides issue/risk identification and escalation pathways.

12. Analyzes user needs and proposes new training programs or systems.

13. Designs, develops, and executes communication systems to ensure effective exchange of information between project stakeholders, senior management, and staff.

Required Education and Experience Bachelor's Degree in a related field and four years of related experience or an equivalent combination of education and experience.