Yale University — Program Coordinator, Yale Summer Session

Program Coordinator, Yale Summer Session
Yale College – Summer Session

Position Focus:
Reporting to the Senior Associate Director of Academic Affairs, Yale Summer Session, the Program Coordinator is responsible for supporting all aspects of academic services to include faculty appointments, residential life hiring, and course and program support. The Program Coordinator will be a key member of the Summer Session team, working collaboratively with all members of the staff to ensure an optimal summer experience for faculty and students, utilizing strong organizational skills, attention to detail, and possessing a dedication to summer learning. Other assignments, duties and projects as required.

Principle Responsibilities:

Faculty Services: Under the direction of the Senior Associate Director, and in conjunction with Faculty Administrative Services and the Provost's office, process all summer faculty appointments in Workday and draft hiring letters. Process all teaching assistant appointments in conjunction with the Graduate School of Arts and Sciences. Assist new faculty and teaching staff in onboarding, and obtaining NetIDs and Yale ID cards. Coordinate with OISS on obtaining visas for visiting international faculty. Must have strong attention to detail and experience with data management.

Residential Life Hiring: Support the hiring of summer residential life staff, including residential directors, counselors, and other summer residential positions. Process payments through Workday and Student Employment.

Course and Program Support: Work with registrar to ensure courses are correctly entered in Banner and Courseleaf, and compile course catalog. Work with Slate admissions software team to regularly update course list in Slate. Coordinate student data entry in Slate for special programs. Work closely with Yale Conferences and Events to schedule courses in appropriate classrooms. Partner with Yale Facilities and Classroom Support to resolve classroom issues that arise during the summer. Support different aspects of summer programming as needed.

Other Duties: Manage all faculty and course information. Reconcile receipts/reimbursements in Workday. Provide back-up for the summer session reception desk when needed. Other duties as assigned.

The following Essential Duties are generic in nature. Please see the above mentioned principle responsibilities for duties specific to this position.

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's degree in a related field; or an equivalent combination of experience and education.

Required Skill/Ability 1:
Experience in faculty appointments and support with a strong customer service orientation. HR software experience highly preferred. Experience utilizing database programs for data management and reporting. Admissions software experience preferred. Excellent general computer skills.

Required Skill/Ability 2:
Excellent oral and written communication skills. Strong organizational, analytical, and planning skills. Excellent interpersonal skills and ability to exercise sound judgment.

Required Skill/Ability 3:
Must be capable of handling multiple tasks and projects simultaneously. Must be attentive to detail. Ability to work under pressure and meet deadlines, especially during the summer months. Ability to work in a fast-paced environment.

Required Skill/Ability 4:
Ability to interact effectively with a wide variety of internal and external constituents, including national and international contacts. Internal contacts include students, academic departments, deans, directors, support staff members, managers, and others. Keen interest in working with diverse populations from around the globe; cross-cultural communication competency.

Required Skill/Ability 5:
Should have, or should be able to develop, knowledge of the Yale College academic and administrative culture, as well as knowledge of the university's organization, policies and procedures.

Preferred Education, Experience and Skills:
Bachelor's degree; systems management, Banner, Course leaf, Slate, Workday and/or database experience. Involvement with student or faculty services a plus.

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 www.yale.edu/hronline/careers/screening/faqs.html for additional information on the background check requirements and process.

COVID-19 Vaccine Requirement
Please note that the university has a COVID-19 vaccination requirement; visit for details. For up-to-date information visit the COVID-19 website

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 TitleIX@yale.edu, 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: ocr.boston@ed.gov.

Yale University is a tobacco-free campus

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