Program Coordinator

Program Coordinator

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The Program Coordinator provides advanced administrative, operational, and project coordination for the Cardiovascular Data Science (CarDS) Lab at Yale. Reporting to the Manager of Clinical Research and working in close partnership with the Lab Director, Dr. Rohan Khera, the Coordinator exercises independent judgment and initiative to manage day-to-day operations, align activities with program priorities, and ensure efficient, compliant, and well-coordinated lab functions.

The Coordinator will support artificial intelligence–focused program activities by coordinating logistics and communications across clinical, data science, and engineering teams; assisting with tracking of AI-related projects, deliverables, and milestones; and supporting preparation of materials for reports, grants, and presentations related to AI-enabled research. The Coordinator will also help facilitate IMPACT-AI (a new Yale Department of Internal Medicine initiative to advance capacity building for AI in clinical care) programs and events and ensure smooth operational execution of AI-related initiatives in compliance with institutional and sponsor requirements.

The CarDS lab is a multidisciplinary group of junior faculty, postdoctoral trainees, and graduate and undergraduate students across Yale. We collaborate with informatics, computer science, and statistics groups at Yale and several leading institutions nationally and internationally. We have developed novel tools to measure and improve care quality using data from electronic health records and software solutions for the early diagnosis of cardiovascular disorders. Our research offers unique collaborative opportunities with industry, health systems and health technology partners. For more information, please visit CarDS Lab.

Incumbent responsibilities will include:

• Program Leadership Support: Provide strategic administrative and operational coordination in support of the Director, aligning scheduling, communications, meetings, and travel with program priorities. Coordinate complex calendars and engagements; advise on meeting planning and follow-ups; and ensure timely execution of action items. Serve as the primary administrative point of contact for the Director, including triaging incoming correspondence, drafting professional communications on the Director's behalf, preparing briefing materials and background documents for meetings, tracking action items across the Director's engagements, and coordinating external-facing professional commitments. Support development and coordination of reports, manuscripts, presentations, and related materials, and oversee associated travel, reimbursements, and expense transactions in compliance with Yale policies.
• Program and Event Coordination: Plan and execute logistics for IMPACT-AI programs and events, including space reservations, catering, registration, audiovisual needs, and communications. Serve as a central liaison among scientific teams, advisory boards, collaborators, and other stakeholders to ensure seamless program delivery.
• Program Operations and Communications: Serve as a primary point of contact for day-to-day program operations, responding to internal and external inquiries and facilitating communication across Yale departments and with external partners, vendors, and funding entities. Maintain organized records, shared calendars, and program documentation.
• Personnel and Participant Coordination: Coordinate onboarding and offboarding for faculty, staff, trainees, and students, ensuring completion of required paperwork, system access, and orientations. Provide ongoing administrative support to program personnel and visiting collaborators.
• Financial and Procurement Support: Support program financial operations by preparing supplier setup and invoice requests, requisitions, service agreements, and supply orders; processing Purchasing Card (PCard) transactions; and assisting with basic budget tracking, expense reconciliation, and monitoring of contracts, deliverables, and expenditures.
• Data Tracking and Reporting Support: Maintain program tracking tools (e.g., spreadsheets, databases) related to activities, events, participation, and milestones, and assist with compiling data for internal reporting, grant submissions, and sponsor updates.
• Process Improvement and Compliance: Support continuous improvement of administrative and program workflows, ensuring adherence to institutional policies, sponsor requirements, and best practices; proactively identify and address logistical or coordination challenges.

Required Skills and Abilities

1. Exceptional organizational and time management skills, with the ability to prioritize and meet deadlines in a high-volume environment.

2. Strong written and verbal communication skills, with the ability to interact effectively and diplomatically with faculty, staff, and external partners.

3. Advanced computer proficiency, including Microsoft Word, Outlook, Excel, and PowerPoint.

4. Strong interpersonal skills, with the ability to build collaborative working relationships and a commitment to providing excellent service.

5. Proven problem-solving ability, including framing issues, evaluating options, implementing solutions, and following through to resolution.

Preferred Skills and Abilities

1. Proven experience handling confidential information and coordinating, developing, and maintaining SOPs.

2. Demonstrated ability to manage competing priorities in a fast-paced environment with strong organizational skills and attention to detail.

3. Proven ability to work independently, resolve problems, and adapt to change. Commitment to continuous quality improvement.

4. Advanced proficiency with Adobe Acrobat and Microsoft Office applications. Ability to quickly learn and effectively apply new systems, tools, and techniques to produce polished, professional deliverables.

5. Demonstrated ability to design spreadsheets and graphics, with a willingness to learn new technologies.