Program Coordinator, Alumni Relations, SOM

Program Coordinator, Alumni Relations, SOM School of Management - Development & AR 85681BR University Job Title Program Coordinator Bargaining Unit L34 - Local 34 (Yale Union Group) Time Type Full time Duration Type Regular Compensation Grade Labor Grade D Wage Ranges Click here to see our Wage Ranges Searchable Job Family Secretarial Total # of hours to be worked: 37.
5 Work Week Standard (M-F equal number of hours per day) Work Location Central Campus Worksite Address 165 Whitney Avenue New Haven, CT 06511 Work Model Hybrid Position Focus: The Program Coordinator for Alumni Relations (AR) is responsible for assisting members of the Alumni Engagement (AE) team to plan, organize, coordinate, and facilitate engagement programming and events.
Responsibilities are focused on logistical & operational tasks related to planning events that increase and deepen engagement with Yale School of Management (SOM) alumni.
Assist in event planning phases and volunteer management activities.
Assist in the coordination of logistics for events held on and off campus.
This also includes preparing event flows, marketing & communications, catering, A/V, and site visits.
Interact with SOM internal departments which can include dean’s office, events, facilities, and business office.
Responsible for processing financial and purchasing transactions and preparing any required forms and reimbursements.
Maintain master events pipeline & departmental calendar.
Assemble background materials necessary for interactions/events with alumni and donors.
Support alumni volunteers with event logistics.
Manage timely reconciliation of all post-event processes, e.
g.
, attendance, budget, and metrics.
Prepare event budgets, keep track of event finances, and provide progress reports to team members.
Uphold DAR’s commitment to promoting, practicing, and advancing diversity and inclusion in our work.
Prioritize incoming phone calls, mail, messages, and alumni guests by directing to appropriate personnel.
Format, draft, proofread, and edit correspondence with high grammatical and factual accuracy.
Coordinate and schedule meetings.
Serve as a member of the DAR support team and provide back-up for other colleagues.
Perform additional functions incidental to activities to maintain high level of support.
The following Essential Duties are generic in nature; the information contained in this Position Focus are most relevant to this position.
Dept/Section URL Click here for more information 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: Superb organizational skills with ability to take initiative, work independently, and demonstrate excellent follow-through.
Ability to prioritize and multi-task to meet demands in fast-paced environment, and successfully complete tasks in a timely and efficient manner.
Required Skill/Ability 2: Superb written and oral communications skills.
Cover letters are strongly encouraged.
Excellent attention to detail.
Team player that works well with other members of the staff.
Required Skill/Ability 3: Superior customer service orientation.
Ability to work with internal and external constituencies in a pleasant, efficient, and positive manner.
Required Skill/Ability 4: Excellent computer skills including Microsoft Suite (Excel, Word, PowerPoint, Outlook Calendar) and basic AV skills.
Required Skill/Ability 5: Demonstrated ability in event planning, e.
g.
, hospitality and catering.
Ability to work occasional evenings and weekends.
Preferred Education, Experience and Skills: Bachelor’s degree with a minimum of four years’ experience in an event planning environment.
Proficiency with Hopper, Cvent, and 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: https://covid19.
yale.
edu/health-guidelines 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).
Note Yale University is a tobacco-free campus