Program Coordinator, East Asian Studies

Location Type: On-site

 

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

Reporting to and under the general direction of the Assistant Program Director, the Program Coordinator will particularly support the financial side of CEAS’ work including serving as a primary source of information on financial processing procedures, research account expenditures, and purchasing for CEAS faculty, staff, casual workers, students, and guests. 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 Program Coordinator’s duties will include working with CEAS leadership to enhance and ensure the financial stability of CEAS funds, while providing experienced financial assistance related to basic and complex accounting. The Program Coordinator’s primary responsibilities include processing expenses on staff and faculty P-cards and research accounts, journal entries within CEAS accounts, accounts payable activities for vendors, honoraria and service payments to guests, and similar financial processing activities. The Program Coordinator is expected to verify that any documents required for financial processing meet university requirements for processing, sometimes in foreign languages. This position also routinely works directly with the MacMillan Center Business Office on all of the above activities to ensure proper compliance with university policy and timely processing. Additional liaising with campus-wide departments, including Shared Services, Treasury, and International Tax Office is often necessary to ensure that payments and expenses are processed correctly and in a timely manner.

The Program Coordinator also functions as a resource, in conjunction with the Assistant Director and MacMillan Business Office, for any financial inquiries from faculty, students, and guests. CEAS routinely welcomes dozens of guests and works with suppliers from East Asian countries throughout the year, so functional reading knowledge of an East Asian Language is a big plus.

In addition to responsibilities related to the financial arm of CEAS, the successful candidate will occasionally, provide frontline support for the coordination and implementation of events planned and led by other staff members (e.g., lectures, film series, workshops, conferences and cultural activities) including outside of normal working hours.

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:

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy 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).

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.