Program Coordinator, Executive Education

07-Nov-2022

School of Management – Executive Programs

77342BR

University Job Title

Program Coordinator

Bargaining Unit

L34 – Local 34 (Yale Union Group)

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Work Location

Central Campus

Worksite Address

121 Whitney Avenue
New Haven, CT 06510

Work Week

Standard (M-F equal number of hours per day)

Searchable Job Family

Administration, Secretarial

Total # of hours to be worked:

37.5

Position Focus:

The Program Coordinator, referred to as the Learning Delivery Specialist within the Yale School of Management, coordinates logistics for a range of domestic and international programs. Programs may be delivered in-person and/or online. Working collaboratively with the Learning Experience and Learning Operations teams and various administrative departments at SOM, the Learning Delivery Specialist will support programs as assigned, taking on responsibility for all activities necessary with the planning and delivery of programs of the highest quality. The Learning Delivery Specialist reports to the Assistant Director for Learning Delivery. Coordinate all details to ensure operational excellence of the programs. Work closely with the Learning Experience and Learning Operations teams to coordinate the necessary advance and contingency planning to ensure the smooth and successful execution of client learning initiatives. Coordinate travel logistics, room and meal planning, and local transportation for assigned clients and projects. Serve as a liaison on event related matters. Develop strong working relationships with the university, vendors, international stakeholders, faculty, and clients. Able to clearly communicate and adapt to faculty requests. Develop and maintain positive rapport with all Executive Education colleagues. Work closely with Learning Design colleagues to support the timely compilation, production, and distribution of course materials. Contribute to the development and improvement of innovations and program enhancements that will improve customer satisfaction, program effectiveness, and operational efficiency. Serve as onsite troubleshooter for client programs and individual program participants. Draft, edit, proofread, and disseminate external and internal stakeholder communications related to program delivery as needed. In collaboration with colleagues in the Learning Experience and Learning Operations teams, monitor contracts, participant feedback, program budgets, and expenses with suppliers. As directed by the Assistant Director of Learning Delivery, improve and systematize documented operating processes and administrative protocols of the department and work to ensure compliance with school and university policies. As needed and directed, research benchmarking data on pricing and services in the market, to improve the department’s delivery of services. Maintain and manage various education platforms. Logistically plan and executive Live Online programs using Zoom. This includes tech troubleshooting, coordination with Faculty and Executives. Other projects as assigned. The following Essential Duties are generic in nature; the information contained in this Position Focus is most relevant to this position.

Essential Duties

1. Oversees and coordinates program activities. Establishes, selects, implements, and coordinates administrative functions, procedures, and systems. 2. Based on knowledge of and experience with program activities, objectives and staff, serves as principal source of information on policies, procedures, programs and office activities. Establishes and maintains professional relationships with internal and external contacts. 3. Processes and monitors expenses and ensures adherence to budgetary guidelines. Prepares budget drafts based on existing budgets. May oversee, coordinate and/or complete applications and materials needed for grant submission. 4. Composes substantive correspondence and written material. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes, produces and distributes reports or portions of reports. May create simple databases. 5. 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. 6. Oversees, instructs, and coordinates activities of support staff. 7. Ensure compliance with University, Federal, and State guidelines, rules, and regulations. 8. May perform other duties as assigned.

Required Education and Experience

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

Required Skill/Ability 1:

Intermediate to advanced proficiency with both Windows and MacOS operating systems as well as Microsoft applications: Outlook, Word, Excel, and PowerPoint. Ability to learn quickly, especially the ability to learn and use technology tools in the classroom. Ability to troubleshoot and resolve minor AV/IT problems as they occur.

Required Skill/Ability 2:

Superior interpersonal skills to interact effectively and represent the school well with participants, faculty, administrators, and corporate contacts. A team player who works well with other members of the staff.

Required Skill/Ability 3:

Possesses a positive and can-do attitude that supports the mission of the school. Proven ability to work successfully in a fast-paced and changing environment. Ability to flex schedule to work nights and weekends as required for programs. Travel, including international travel, may also be required.

Required Skill/Ability 4:

Proven organizational skills, including the ability to organize and manage multiple projects and processes simultaneously. Excellent project management skills.

Required Skill/Ability 5:

Excellent written and oral communications skills. Able to clearly communicate and adapt to faculty requests, with the goal of delivering a successful program. Candidates are encouraged to include a cover letter.

Preferred Education, Experience and Skills:

Bachelor’s degree. Experience managing major corporate client relationships and/or events, managing multiple projects simultaneously, and facilitating the delivery of world-class service. Proficiency in Adobe applications, especially InDesign. Global orientation.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit “Learn about background checks” under the Applicant Support Resources section of Careers on the It’s Your Yale website.

COVID-19 Vaccine Requirement

Thank you for your interest in employment at Yale University. Please also note that the university has a COVID-19 vaccination and booster requirement for all students, staff & faculty which is described in the COVID-19 Vaccine Program. As you search our open positions, you will see that all postings list their on-site addresses which gives more detail on the on-campus work location of the role.

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

W.L. Harkness Hall, 3rd Floor, Room 303

100 Wall Street, New Haven CT 06511

203-432-0849

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Yale University is a tobacco-free campus