Program Coordinator, Shared Interest Groups

Salary Range

$31.83

137109WD

The Yale Alumni Association (YAA) is responsible for university-wide alumni relations programs and engagement of alumni volunteer leaders. The Program coordinator provides high-level support to the Senior Director and other professional staff for Shared Interest Groups (SIGs) who work with alumni volunteers and organizations based on shared identity (Black, Latino, LGBT, etc.) and interest (professional or student activity affiliations). YAA Shared Interest Group activities include volunteer management, communications, conferences, and engagement programs in New Haven and around the world.

Key responsibilities of the position include:

• Serving as the primary point of contact and principal source of information for inquiries related to programs and events, independently answering questions regarding policies, procedures, registration, and involvement opportunities;

• Overseeing and coordinating communications process for programs and events, including drafting and updating templates and communications, and issuing targeted follow-ups and reminders to volunteers;

• Working with project management software to not only maintain data, troubleshoot data issues, and ensure post-event records are captured accurately, but to also maintain workflows and track deadlines

• Overseeing day-to-day administrative office tasks including ordering office supplies, processing financial transactions such as reimbursements, downloading and maintain budget reports, interoffice university fund transfers, and expense reports;

• Coordinating events including clarifying event requirements, arranging logistics, being the point of contact for inquiries, and overseeing registration processing, customer service, financial transactions, data review and reconciliation, and on-site event support;

• Providing travel support for staff and alumni volunteers/speakers, including venue research, making reservations, and processing expenses;

• Maintaining web pages for events and programs, creating and sending broadcast email communications, and posting on social media channels related to YAA SIG programs;

• Updating SIG related data in university's alumni database and exporting data reports to support staff and alumni volunteers.

The following principal responsibilities are generic in nature; applicants will find the information in this Overview to be most relevant to the position.

1. Excellent interpersonal skills. Commitment to an inclusive workplace. Ability to engage with diverse audiences (age, gender, nationality, race/ethnicity, profession, sexual orientation, etc.). High level of cultural competence or willingness to learn.

2. Excellent oral and written communications skills, ensuring that communications are thorough, helpful, and reinforce YAA’s mission. Ability to provide excellent customer service via phone, email, and in person.

3. Outstanding organizational skills, accuracy, and attention to detail. Demonstrated ability to meet deadlines, juggle multiple projects simultaneously, and tolerate interruptions. Ability to work independently as well as to collaborate and contribute to team objectives. Ability to maintain confidentiality.

4. Demonstrated flexibility and agility. Ability to adapt readily to changing work demands and balance projects in a high-pressure, fast-paced environment while maintaining professionalism. Demonstrated ability to show initiative and to learn new skills. Intermediate to advanced computer skills including tools such as Microsoft, Outlook, Word, Excel, PowerPoint, Teams, and Zoom.

5. Demonstrated experience with multiple software types, such as relational databases, broadcast e-mail tools, design tools, or event registration. Ability to master new IT tools, resources, and databases as needed.

Knowledge of Yale and YAA's alumni relations programs. Experience with alumni affairs or volunteer management. Familiarity with Yale systems such as Workday and Hopper. Facility with data analysis. Experience with social media in a professional environment and a willingness to learn new technologies (e.g., Canva, Zoom,…