Program Coordinator, The Broad Center - New Haven, United States - Yale School of Medicine

Description

Position Focus:

The Program Coordinator is a core member of The Broad Center's (TBC) at Yale School of Management (SOM) program team, with responsibility for providing operational and administrative support and coordination for the Center's two tuition-free leadership development programs for public education leaders in urban school systems, the Master's in Public Education Management, and the Fellowship for Public Education Leadership. Reporting to the Director of Academic and Student Affairs, The Broad Center and in close partnership with the Associate Director, The Broad Center, the Program Coordinator will support curricular and extracurricular programmatic activities to ensure that each element directly supports the program's mission and creates a positive participant experience.

• Support the implementation of all program activities (, Residence & Fellowship in-person, on-campus weeks, and virtual sessions) to ensure a seamless operational experience for faculty and students. (, AV/media services, meal services on and off campus, room reservations, hotels, transportation, program materials, team travel booking, speakers, business expenses, photography, room reservations, reimbursing guests, etc.). Independently solve problems and address issues as they arise. Program weeks will require overtime hours.

• Prepare materials for events and programs (binders, biographies, reading materials, and agendas). Track the activities of multiple projects and programs and report on a regular basis the status of projects, timelines, and completion of projects. Support logistics for program virtual sessions ( orientations, class days, etc.) and Colloquia courses on Canvas (Yale's learning management system).

• Use the university's electronic systems for expense management, travel booking and placing orders with vendors. Collect receipts for reimbursement of travel and monitor reimbursement to Yale. Work closely with department's business office in execution of all financial transactions. Prepare all documents in accordance with university policies and procedures.

• Serve as liaison with all levels of administration, staff, and outside vendors for programs and events, participant accommodations, airport travel, and other needs.

• Schedule and coordinate meetings and appointments.

• Assist with classroom exercises and set-up. Ensure faculty course materials and syllabi are posted to learning management system and distributed to students. Secure/purchase teaching material and obtain copyright permissions from publishers.

• Gather, compile, organize, and manipulate data to create reports or summaries. May design and set up spreadsheets and graphics. Create slides or make changes to enhance PowerPoint presentations with graphics.

• Order supplies and equipment for program usage.

• Prepare/drop off outgoing mail and packages at mailroom and pick up, sort, and distribute incoming mail.

• Perform other responsibilities and projects as assigned.

The following Essential Duties are generic in nature; the information contained in this Position Focus are 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:

Excellent computer skills including intermediate to advanced skills with Windows and Microsoft products: Word, Excel, Outlook (Calendar) and PowerPoint or equivalent. Internet navigation skills.

Required Skill/Ability 2:

Excellent proofreading, editing, and writing skills for drafting material. Writing sample required at interview. Proven ability to communicate orally and in writing in a clear, grammatically correct, and professional manner. Ability to represent the school professionally at events.

Required Skill/Ability 3:

Excellent attention to detail and accuracy, demonstrated ability to concentrate and perform with constant and varied interruptions. Ability to effectively prioritize and take initiative and anticipate actions needed. Demonstrated ability to properly use independent judgment.

Required Skill/Ability 4:

Superior interpersonal skills with outward facing demeanor. Demonstrated ability to work independently and create good relationships as a representative of the program. Demonstrated ability to function independently and effectively while engaging successfully as a team member in a fast-paced and changing environment.

Required Skill/Ability 5:

Ability to meet program overtime requirements (, 9 weeks of in-person program for Master's & Fellowship annually, including evenings, and 10 days of virtual sessions) and/or flex schedule to provide coverage as needed.

Preferred Education, Experience and Skills:

Demonstrated experience with event support. Professional experience with K-12 public education. Proficiency with Salesforce, Qualtrics, and Canvas. Web maintenance skills. Proven experience with customer management systems and Yale's electronic systems (Workday).

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

Drug Screen

No

Health Screening

No

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

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:

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.