Program Coordinator, Events

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$31.83

137637WD

The Program Coordinator, Events provides support for Yale’s fundraising efforts by assisting in the planning and execution of successful top-quality events (in-person, virtual, and hybrid) that enhance the relationship between Yale University and its prominent alumni, parents, and friends. The Program Coordinator, Events reports directly to the Senior Associate Director, Events, and supports a team of four event planners, the Senior Associate Director, Events, and the Director, Events, within the Office of Development’s Marketing & Communications unit.

In addition to those listed in the Essential Duties below, key responsibilities include: compile and manage event invitation lists; coordinate mailings and additional event communications (electronic and print); track RSVPs and registrations; format and distribute attendance updates; proofread event communications and briefings; produce event materials such as name badges and place cards; track and maintain event supply inventory; and produce monthly event newsletter.

The following principal responsibilities are generic in nature. Applicants will find the information in this position focus to be most relevant to the needs of the position.

• 1.Demonstrated ability to provide high-level support to event planners.
• 2.Excellent interpersonal skills, with the ability to represent Yale appropriately with prominent guests and Yale officials, and the ability to maintain strict confidentiality.
• 3.Demonstrated proficiency with Microsoft Word, Excel and Outlook. Demonstrated ability and willingness to learn new databases and computer applications.
• 4.Excellent spoken and written communication skills with strong attention to detail. Ability to set and manage priorities, and juggle multiple projects, moving them forward simultaneously. Resourcefulness in problem-solving and grace under pressure.
• 5.Availability during events, occasional evening and weekend work and limited travel required.

• 1. Proven experience with high level administrative support in a busy office setting within a complex organization.

• 1. Designs, coordinates and oversees the logistical and high level administrative support needs of multiple, complex, and widely distributed educational events, conferences and/or other events.
• 2. Serves as principal source of information to students, staff, and faculty on event activities.
• 3. Coordinates with vendors to negotiate costs and determine requirements of renter in regard to technical, security and/or other requirements.
• 4. Designs and prepares various marketing materials.
• 5. Coordinates conferences and/or requested services including reserving conference rooms, determining catering needs, preparing conference materials, tracking various expenditures and revenues, collecting fees and maintaining any necessary records.
• 6. Serves as liaison with vendors on event-related matters. Maintains direct contact with personnel from various outside organizations and university departments associated with scheduled events.
• 7. Oversees, instructs, and coordinates activities of support staff.
• 8. May perform other duties as assigned.

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…