"Program Coordinator, Yale Regional Clubs"

Overview

The Yale Alumni Association (YAA) is responsible for university-wide alumni relations programs and for organizing and supporting events, programs, initiatives, and other opportunities to strengthen alumni relationships with Yale. Reporting to the Senior Director for Yale Clubs, the Program Coordinator provides administrative and event support for the team responsible for working with alumni volunteers in regional Yale clubs and related programming. Yale clubs are regional alumni associations for alumni living in a specific geographical area that are legally and financially independent of the university.

Provide logistical support for regional club team programming, including scheduling, materials, and logistics for staff travel and alumni events (venues, AV, and catering). Support club initiatives including Yale Book Award, webinars, club volunteer recognition program, faculty talks, research for volunteer recruitment efforts, and support for Yale-Harvard Game pep rally program.

Provide customer service, registration processing, attendance reports, web updates, and other support for regional club events. Draft promotional communications and social media content for programs and events. Prepare, test, and edit broadcast email communications.

Support the team’s communications and data maintenance, including managing correspondence in the regional clubs departmental email account and scheduling conference calls. Format lists for alumni event attendance and other engagement activities and review lists and reports for completeness and errors. Maintain team updates in Monday.com (project management software). Manage volunteer roles in and upload event reports to the central alumni database (Hopper).

Manage and complete day-to-day administrative office tasks including ordering office supplies. Provide financial support for the regional clubs team including submitting invoices for payment, requesting purchase orders, submitting contracts for signature, reimbursements and processing purchasing card transactions.

Provide administrative support to other YAA units, as needed.

Required Skills and Abilities

1. Strong interpersonal skills. Commitment to an inclusive workplace. Ability to work with sensitive information and maintain strict confidentiality.
2. Strong 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. Demonstrated organizational skills with strong attention to detail, including analyzing information from disparate sources and synthesizing for independent decision-making.
4. Demonstrated ability to prioritize work, juggle competing priorities, and meet deadlines. Ability to initiate and complete tasks with minimal supervision. Demonstrated ability to show initiative and to learn new skills. Ability to work collaboratively and contribute to team objectives.
5. Advanced proficiency with Microsoft Office, particularly Excel. Ability to master and incorporate new IT tools, resources, and databases, such as Yale’s alumni client relationship management database (Hopper), financial & HR system (Workday), and AI platforms.

Preferred Skills and Abilities

1. Knowledge of the University’s organization as well as YAA’s primary alumni relations programs.
2. Familiarity with Yale’s alumni database (Hopper) or similar CRM data systems.
3. Familiarity with social media in a professional environment and with graphics and design concepts and design software such as Canva.

Principal Responsibilities

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

Additional Details

• Posted: 30-Jan-26
• Location: New Haven, Connecticut
• Categories: Staff/Administrative
• Internal Number: 131660WD
• Hourly Range: $31.83
• Job Category: Administrative Support
• Time Type: Full time
• Work Model: Hybrid
• Location: 1201 Chapel Street, New Haven, Connecticut