Program Coordinator, Assistant Vice President’s Office

Connecticut, United States
15 Oct 2018
End of advertisement period
15 Dec 2018
Contract Type
Full Time

Position Focus:

Reporting to the Assistant Vice President (AVP) of Development, the Program Coordinator serves as the key administrative support and strategic partner for the AVP. The Program Coordinator initiates and maintains strong communication with the AVP and manages the AVP’s calendar, scheduling meetings, generating meeting agendas, and necessary meeting materials. In addition, the Program Coordinator creates content for various purposes, ranging from meeting agendas to more complex pieces tied to the campaign or a specific project, and works on a multitude of special projects. Additionally, the Program Coordinator partners closely with other Office of Development Program Coordinators, managers, frontline fundraising teams (primarily the teams in Major Gifts, Reunion Giving, and the Alumni Fund), fosters collaboration, and helps maintain efficient, accurate, and timely workflow for the AVP.

Dept/Section URL

Essential Duties

  1. Drafts a variety of written materials, including detailed individual prospect briefings and gift indentures, 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.

Required Skill/Ability 1:

Communications Skills - Superb organizational, interpersonal, and written and oral communication skills, comfortable with ambiguity, and capable of managing multiple projects in a fast-paced environment successfully with attention to detail and modeling a high level of integrity that ensures confidentiality and discretion.

Required Skill/Ability 2:

Project Management Skills - Proven ability to partner with a senior leader (AVP) on a variety of projects ranging from simple to complex. Comfortable with managing a high volume of information and organizing it in a professional and intelligent manner.

Required Skill/Ability 3:

Possesses technological skills necessary to perform data entry, manage the AVP’s calendar, and create various reports and spreadsheets. Proficient in Microsoft Office software such as Excel, Word, PowerPoint, Outlook and more. Holds a thorough understanding of internet browsers, and operating systems in order to carry out various tasks or projects.

Required Skill/Ability 4:

Organization and Strategic Planning – Demonstrated ability to plan their time and assigned tasks strategically by prioritizing assignments in order of importance and based on the deadline given. Maintains an organized approach to all of their work and manages the AVP’s calendar with precision and patience.

Required Skill/Ability 5:

Detail-Oriented – Ability to handle sensitive communications in a fast-paced, high volume environment. Demonstrated ability to remain detail-oriented throughout all tasks and reporting projects to catch potential typos and grammatical errors and to ensure that work is accurate and trustworthy.

Preferred Education, Experience and Skills:

Demonstrated ability in a university setting working with sensitive and confidential information. High level of proficiency with MS PowerPoint. Familiarity with Yale University a plus.

Weekend Hours Required?


Evening Hours Required?


Drug Screen


Health Screening


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. Please visit for additional information on the background check requirements and process.

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.

Affirmative Action Statement:

Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: