Program Coordinator, Executive Education

30 Oct 2018
End of advertisement period
30 Dec 2018
Contract Type
Full Time

Position Focus:

Reporting to the Assistant Director of Program Operations, assist with the curricular and operational aspects of executive education programs for the Yale School of Management executive education clients, both domestic and international programs. Programs may be delivered in-person and/or online. Working collaboratively with the Assistant Director of Program Operations, the Program Coordinator will support the Program Managers for assigned executive education clients. Works closely with the Executive Programs team to conduct program research, draft proposals and contracts, as directed. Coordinates travel logistics, room and meal planning, and local transportation for assigned clients and projects. Develops strong working relationships with the university, vendors, international stakeholders, faculty, and clients. Develop and maintain positive rapport with executive programs staff. Coordinates all details to ensure operational excellence of the programs. Works closely with Program Managers to support the timely compilation, production and distribution of course materials. Contributes to the development and improvement of innovations and program enhancements that will improve customer satisfaction, program effectiveness, and operational efficiency. Serve as onsite troubleshooter for client programs and individual program participants, working with the Program Managers and Assistant Director for Program Operations. As directed by Program Managers, monitor contracts, program budgets, and expenses with suppliers for assigned clients. As directed by the Program Managers improve and systematize documented operating processes and administrative protocols of the department and work to ensure compliance with school and university policies. Ensures that all assigned program and participant records are accurate and up to date. As needed and directed, research benchmarking data on pricing, services and programs in the market, to improve the department’s delivery of services. Other projects as assigned.

Essential Duties

  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.

Required Skill/Ability 1:

Advanced proficiency with both Windows and MacOS operating systems as well as Microsoft applications: Outlook, Word, Excel and PowerPoint. Ability to flex schedule to work nights and weekends as required for programs. Travel, including international travel, may also be required.

Required Skill/Ability 2:

Superior interpersonal skills to interact effectively and represent the school well with participants, faculty, administrators, and corporate contacts. Excellent project management skills.

Required Skill/Ability 3:

Possesses a positive and can-do attitude that supports the mission of the School. Proven ability to work successfully in a fast-paced and changing environment. A team player who works well with other members of the staff.

Required Skill/Ability 4:

Proven organizational skills, including the ability to organize and manage multiple projects and processes simultaneously. Excellent written and oral communications skills required. Writing sample required at interview.

Required Skill/Ability 5:

Ability to learn quickly, especially the ability to learn and use technology tools in the classroom. Ability to troubleshoot and resolve minor AV/IT problems as they occur.

Preferred Education, Experience and Skills:

Bachelor’s degree. Experience managing major corporate client relationships and/or events, managing multiple projects simultaneously & facilitating delivery of world-class service. Adobe applications, especially InDesign. Ability to translate both oral and written Mandarin Chinese. Global orientation, experience working across countries and regions, and fluency in more than one language.

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: