Program Coordinator, Operation

Connecticut, United States
19 Nov 2018
End of advertisement period
19 Jan 2019
Contract Type
Full Time

Position Focus:

The Program Coordinator-Operations is charged with providing timely and high quality service to Yale Law School donors. The duties for this position include: gift processing; the establishment of new gift accounts; the production and distribution of pledge reminders; database management, including data entry, query design, data downloads and data reporting; the drafting and distribution of donor acknowledgement letters; staff support for special events; assistance with special operational projects such as holiday card mailings; and general administrative support for the Alumni & Development Office. The Coordinator reports to the Director of Operations and works closely with other members of the YLS Alumni & Development Office team, Yale’s Central Development Office, the YLS Business Office and the Dean’s Office.

Gift Processing and Operations:

Processes all gifts and pledges received in the YLS Alumni & Development Office. Accurately prepares gift transmittals for all gifts and pledges in a timely manner per University protocol. Reproduces, distributes and files copies of all gift transmittal according to office procedures. Reviews and reconciles University giving reports for accuracy and acts as liaison with the central gift processing group to reconcile gift processing errors. Processes gift agreements and indentures per University protocol. Works with the Law School’s Business Office and other departments at the University to establish new cost accounts as required. Accurately produces regular pledge reminders in a timely manner. Accurately prepares donor acknowledgement letters/cards in a timely manner according to standard office formats; drafts custom acknowledgement letters as required.

Data Management and Reporting:

Inputs and manages data in support of Alumni & Development Office objectives. Generates a daily gift report and distributes the report to fundraising staff. Generates reports and data downloads as requested by Development staff. Maintains and updates donor/prospect attributes in HOPPER (e.g. – Fund Board membership, Dean’s VIP lists, AmLaw100, Planned Giving Donors, etc.). Periodically verifies the validity of the records of YLS alumni, donors, prospects and volunteers housed in the University’s central database (HOPPER).

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

Required Skill/Ability 1:

Advanced written and oral communication skills. Demonstrated ability with writing in previous role. A writing sample may be requested.

Required Skill/Ability 2:

Demonstrated ability in an administrative support position. Strong attention to detail and organizational skills.

Required Skill/Ability 3:

Strong critical thinking and analytical skills required. Ability to work independently within established procedural guidelines, to prioritize projects, and multitask.

Required Skill/Ability 4:

Advanced computer skills, including proficiency with MS Office (Word and Excel).

Required Skill/Ability 5:

Strong database skills including knowledge of queries, ability to manipulate data, and run reports.

Preferred Education, Experience and Skills:

A Bachelor’s Degree and 2-3 years of experience. Experience in a university or other Development office preferred. Knowledge of HOPPER and other alumni databases preferred. Demonstrated experience in accounting, banking, or development preferred. Experience with PowerPoint. Prior experience with expense reimbursements and event coordination.

Weekend Hours Required:  Occasional

Evening Hours Required: Occasional

Drug Screen: No

Health Screening: No

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:

Note: Yale University is a tobacco-free campus