Programs Coordinator

Industry: Administration

Company: Yale University

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 of no work experience and a Bachelor’s degree in a related field; or an equivalent combination of experience and education.

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.

Position Focus:

The Yale University Council on East Asian Studies seeks a highly motivated, well-organized, energetic Program Coordinator to support the mission and overall programming operations of the Council on East Asian Studies (CEAS) at the Yale MacMillan Center for International and Area Studies.

This is an exciting opportunity to join a multi-cultural center in a role that includes event coordination, liaising with other groups within the Center and around Yale, supporting new and growing programs, fostering relationships with partners on campus and around the world. Day-to-day activities will involve ensuring the smooth administration of the Council, connecting with students and faculty, and supporting and joining community events.

The ideal candidate will have strong communication and organizational skills to effectively interact with faculty members, the ability to multi-task, set priorities, and work both independently and as part of a team. The Council is a hub for East Asian Studies at Yale, so strong interest in and/or experience with East Asia is desirable. Reporting to and under the general direction of the Program Director, the program coordinator will perform high-level administrative services to support the mission and overall programming operations of the Council on East Asian Studies (CEAS) at the MacMillan Center at Yale University. This support includes comprehensive coordination, implementation, and oversight of events (e.g., lectures, film series, workshops, conferences, and cultural activities), arranging travel and lodging for CEAS visitors and guest speakers and liaising with other Yale departments, students, student organizations, and external contacts (including domestic and international universities, foundations, & cultural organizations). The coordinator will also develop and edit CEAS advertising, publicity materials, and program publications, including content for newsletters; consider new ways to utilize social media, webcasts, podcasts, and other technologies to enhance CEAS programming initiatives; provide digital documentation of CEAS programs, including recordings and photography; and provide consistent and detailed website and database updates, including keeping programming resources current on various calendars and digital platforms, compile materials for external grant applications and annual reporting requirements as part of CEAS stewardship activities, including comprehensive data related to programs supported by grants and endowments. Finally, the coordinator will oversee student workers assigned to help with CEAS programs.

Schedule: There are weeks that you will need to be in office everyday to work on team projects, when events are coming up. During training you will need to be in office everyday.

Preferred Education, Experience and Skills:

Bachelor’s Degree in a related field and four years of related work experience; or an equivalent combination of education and experience. Familiarity with Yale systems and procedures. Strong interest in East Asian studies; proficiency in Chinese, Japanese and/or Korean; past experiences of travel/work/study in East Asia.

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).

Work Days/Hours (Other than Standard)

Schedule: There are weeks that you will need to be in office everyday to work on team projects, when events are coming up. During training you will need to be in office everyday.

Required Skill/Ability 1:

Ability to multi-task, prioritize projects, work independently, as well as part of a team; highly motivated, detail-oriented, and organized; excellent time management skills; strong and demonstrated ability to effectively meet goals and deadlines. Ability to work occasional evenings and weekends.

Required Skill/Ability 2:

Demonstrated flexibility and agility in handling multiple complex projects in fast-paced environment while maintaining professionalism; reacts to new situations appropriately and adapts readily to changing work demands; demonstrated ability to show initiative and to learn new skills.

Required Skill/Ability 3:

Exceptional oral and written communication skills; strongly demonstrated editing and proofreading abilities. Intermediate to advanced skills with MS Word, Excel, Outlook, PowerPoint and Adobe Acrobat.

Required Skill/Ability 4:

Superior interpersonal and problem solving skills, including the ability to interact in a tactful and diplomatic manner to work effectively with diverse constituencies of faculty, students, staff, administrators, professionals and vendors by phone, in person, and in writing.

Required Skill/Ability 5:

Demonstrated positive attitude and commitment to working as a member of a center-wide team. The ideal candidate should have the ability to understand, communicate, and effectively interact with people across cultures. Being open to learning about different dimensions of diversity and exhibiting positive attitudes towards cultural differences.