Program Coordinator, Associate Vice President’s Office

Overview

Reporting to the Assistant Director of Development Initiatives in the Office of the Associate Vice President (AVP) of Development, the Program Coordinator (PC) serves as the key administrative support and strategic partner for the AVP team. The PC initiates and maintains strong communication with the AVP and manages the AVP’s calendar, schedules meetings, generates meeting agendas, prepares meeting materials including PowerPoint presentations, and assists with the management of virtual meetings. The PC prepares expense reports and makes travel arrangements. In addition, the PC creates content for various purposes, ranging from meeting notes to more complex pieces tied to a specific project, and works on a multitude of special projects. The PC drafts correspondence, briefings, proposals, and stewardship reports and has excellent writing skills. The PC partners closely with others throughout the Office of Development, especially Program Coordinators on fundraising teams (primarily the teams in Alumni Fund, Leadership Giving, Major Gifts, Planned Giving, Prospect Development, and Reunion Giving), fosters collaboration, and helps maintain efficient, accurate, and timely workflow for the AVP team. The Program Coordinator is an important member of the AVP team and contributes to the overall success of multiple programs across the Office of Development. This position is an ideal opportunity for a flexible, independent, collaborative, and solutions-oriented individual who enjoys working in a fast-paced working environment. The Essential Duties listed below are generic in nature. Applicants will find the detailed responsibilities listed in this Position Focus to be most relevant to the position.

Required Skills and Abilities

1. Demonstrated organizational and interpersonal skills. Comfort with and capable of managing multiple projects in a fast-paced environment successfully with high attention to detail. Time management skills with demonstrated ability to prioritize work, initiate/complete tasks.
2. Strong project management skills to complete projects ranging from simple to complex. Comfort with managing a high volume of information and organizing it in a cohesive and thoughtful way for a variety of audiences. Ability to suggest, initiate, and follow through with new ideas.
3. Exceptional oral and written communications skills, with special emphasis on advanced writing ability, editing, and proofreading. Writing sample required at time of interview. A cover letter is required for consideration.
4. Proficient in Microsoft Office software; Outlook, Excel, Word, PowerPoint. Thorough understanding of internet browsers to carry out various tasks or projects, including baseline research. Understanding of large databases for data entry, query, and reporting. Comfort in learning new platforms.
5. Commitment to an inclusive workplace. Possesses high level of professionalism, maturity, sound judgement, integrity, and the ability to maintain strict confidentiality and discretion.

Preferred Skills and Abilities

Experience with higher education fundraising. Experience supporting senior level staff.

Principal Responsibilities

1. Drafts a variety of written materials, including detailed individual prospect briefings and endowed gift agreement, proposals in support of specific University initiatives and internal and external correspondence that conforms to the style and voice of the sender. 2. Coordinates research on individual donors and the history and status of gift commitments as needed by gift officers and other University officials. Ensures the accuracy of gift acknowledgments and all information communicated to donors and prospects. 3. Prepares reports on prospect pools summarizing giving, status, affiliation and other data points, as needed. 4. Assists in the coordination of special events, including dedications, donor recognition events and celebration of special initiatives to ensure timely and successful completion of the proceedings. 5. Designs and produces ad hoc reports based on data extracted from primary databases to support fund raising programs. 6. Oversees stewardship functions to ensure that donors receive ongoing communication regarding the benefits of their gifts to Yale. 7. Supports fundraising directors and gift officers in a range of additional activities related to the University’s development effort, as needed. 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.