STARS Requisition number
95313BR
Posting Position Title
Program Coordinator
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's degree in a related field; or an equivalent combination of experience and education.
Weekend Hours Required?
No
Evening Hours Required?
No
Duration Type
Fixed
If Fixed Duration, Period
1 year from date of hire
If Fixed Duration, is continuation possible?
Yes
Work Week
Standard (M-F equal number of hours per day)
University Job Title
Program Coordinator
Worksite Address
60 College Street
New Haven, CT 06510
Work Location
Medical School Campus
Other Fixed Duration Date
30-Jun-2026
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. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.
Searchable Job Family
Research/Support, Secretarial
External Gateway Posting Date
11-Jun-2025
Total # of hours to be worked:
37.5
Position Focus:
Reporting to the Program Manager for Global Health Emerging Scholars (GHES) at the Yale School of Public Health, the Program Coordinator will be responsible for organizing the day to day activities of the office and supporting the administrative functions including coordination of fellows, VISA requirements/support, training/mentorship, communications, and procurement.
Essential duties include:
Fellow/Postdoc appointment coordination- Support with IOCC and Office for Postdoctoral Affairs coordination, including appointment letters outlining postdoc terms; tracking signed returns; Send CVs/NIH biosketches to faculty affairs coordinator for review and complete hiring forms as needed.
Financial management for US & LMIC Fellow Funds- process and track fellow requests for fund advances, liaise with business office for processing, approvals, payments. Process reimbursements, collecting receipts, and tracking payments/issues. Maintain an up-to-date tracking sheet of disbursements, advance statuses, cleared expenses, and remaining funds.
Visa and US Visit Support- Track timeline and start visa process 3+ months prior to US visit, work with Faculty affairs to begin visa process with OISS, ensure fellows complete second Data Collection Form and provide needed forms/paperwork to ensure authorization is confirmed. Assist with travel, housing and stipend requirements.
Payroll & Compliance Support – Process stipends, track payroll issues and liaise with human resources/payroll on special cases document all forms and letters as well as visa documents in organized files, ensure audit readiness and alignment with Yale standards.
Assist Program Manager with administrative duties related to mentor education series and fellow orientations as needed.
Coordinate the administration of hiring consultants and initiating vendor agreements.
Yale Systems Navigation -Support fellows and faculty using Yale platforms such as Workday (stipends), Concur (reimbursements), and Oracle (consultant/vendor payments), Escalate system issues to appropriate offices (e.g., Payroll, Procurement, Postdoctoral Affairs) and track resolution status.
Support in coordinating GHES PI schedule.
Other duties as assigned.
Preferred Education, Experience and Skills:
Previous experience with Yale systems – Workday, Oracle, Concur and World Travel. Previous experience with grants and awards. Basic understanding of visa and international travel logistics. Event or meeting logistic support.
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.
EEO Statement:
The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.
Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).
Compensation Grade
Labor Grade D
Bargaining Unit
L34 - Local 34 (Yale Union Group)
Supervisory Organization
School of Public Health - Epidemiology of Microbial Diseases
Time Type
Full time
Required Skill/Ability 1:
Excellent time management skills, ability to prioritize tasks as needed.
Required Skill/Ability 2:
Excellent communication skills, ability to relay time sensitive issues and expedite processed as needed.
Required Skill/Ability 3:
Superior Microsoft Suite skills and familiarity with OneDrive.
Required Skill/Ability 4:
Cultural sensitivity and ability to communicate cross-culturally. Ability to manage confidential and sensitive information with discretion.
Required Skill/Ability 5:
Demonstrated ability to navigate complex administrative systems with financial and HR platforms (such as Workday, Oracle, Concur, Excel etc). Strong attention to detail in processing payments, tracking budgets, and preparing documentation for audit purposes.
Note
Yale University is a tobacco-free campus
Wage Ranges
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Work Model
On-site
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