Admissions & Pipeline Coordinator, MD/PhD Program

Yale Cancer Center; New Haven (CT); Hybrid; USD 65,000 - 85,000; Full time

Job summary

Yale University in New Haven seeks an Admissions & Pipeline Coordinator to manage the MD-PhD recruitment and the BioMed Amgen Scholars summer program. You will schedule virtual interviews, coordinate on-campus revisits, and analyze data to guide outreach efforts, while supporting program faculty and student mentors.

The role includes arranging program activities, reviewing applicants, preparing financial records, and representing Yale at recruitment events.

Qualifications

• Prior proficiency in an administrative support role.
• Prior ability and competence working with databases.
• Excellent written and oral communication skills. Intermediate skill level with Word and Excel.
• Ability to represent the program and school professionally at events.
• Ability to flex schedule or work occasional overtime to support programmatic events and activities, particularly during peak times of the application and interview cycles, and during the summer program.
• Strong organizational skills and attention to detail. Ability to work with confidential information with discretion and professionalism.

Responsibilities

• Oversee and coordinate administrative, program, and office activities. Establish, select, implement, and coordinate office procedures and systems. Serve as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.
• Instruct and coordinate activities of support staff. Oversee the preparation of materials for grants, contracts, and budgets. Monitor expenditures and reconcile financial statements.
• Provide editorial support for a journal/publication. Proofread and edit material for grammatical and factual accuracy. Track copy through various editing and production stages. Communicate with authors, printers, and others concerned with published work.
• Determine administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assemble and arrange necessary items. Determine sources of data. Compile, synthesize, and manipulate data. Summarize findings and write reports or portions of reports.
• Greet visitors. Answer and screen telephone calls. Assess nature of business. Respond to requests for information and provide assistance. Screen and respond to mail.
• Format, keyboard, proofread, and edit correspondence, reports, manuscripts, grants, and other material. Assemble attachments and corresponding material. Review outgoing material for completeness, dates, and signatures. Compose substantive correspondence and written material.
• Coordinate travel arrangements. Schedule and coordinate meetings and appointments. Order and maintain inventory of supplies. Take minutes or dictation. Perform additional functions incidental to office activities.

Skills

Administrative support

Database experience

Written and oral communication

Professional representation at events

Flexible schedule/overtime

Discretion with confidential info

Education

Bachelor's degree

Job description

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!

Overview

The MD-PhD office seeks an outgoing and engaging individual with excellent communication and organizational skills to manage the recruitment and admissions process for the MD-PhD program and the BioMed Amgen Scholars summer undergraduate research program at Yale School of Medicine. This individual will work closely with the Medical School Office of Admissions and the Graduate School to schedule virtual interviews and Second Look on‑campus revisits for MD-PhD applicants. The incumbent will collect, compile and analyze data used to inform the MD-PhD program’s outreach and recruitment efforts, will help arrange recruiting efforts by Program faculty and students, and will represent the program at recruitment fairs and events.
Additional responsibilities include recruiting and reviewing applicants for the summer program, assisting with scheduling programmatic activities, and recruiting faculty and student mentors. The incumbent will prepare and monitor financial records related to expenses associated with student recruitment and interviewing, as well as the BioMed Amgen Scholars program. This position involves significant contact with and outreach to students, applicants and faculty.

Work Schedule

The current hybrid work schedule for this position is 4 days on campus with 1 remote workday. The Admissions & Pipeline Coordinator may be required to work on‑site more often based upon operational needs.

Application Requirements

A cover letter is required at the time of application. A writing sample will be requested from final candidates.

Required Skills and Abilities

• Prior proficiency in an administrative support role.
• Prior ability and competence working with databases.
• Excellent written and oral communication skills. Intermediate skill level with Word and Excel.
• Ability to represent the program and school professionally at events.
• Ability to flex schedule or work occasional overtime to support programmatic events and activities, particularly during peak times of the application and interview cycles, and during the summer program.
• Strong organizational skills and attention to detail. Ability to work with confidential information with discretion and professionalism.

Preferred Skills and Abilities

• Bachelor's degree.
• Prior experience working with college students in an academic setting.
• Prior experience coordinating calendars for others in a support role.

Principal Responsibilities

• Oversee and coordinate administrative, program, and office activities. Establish, select, implement, and coordinate office procedures and systems. Serve as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.
• Instruct and coordinate activities of support staff. Oversee the preparation of materials for grants, contracts, and budgets. Monitor expenditures and reconcile financial statements.
• Provide editorial support for a journal/publication. Proofread and edit material for grammatical and factual accuracy. Track copy through various editing and production stages. Communicate with authors, printers, and others concerned with published work.
• Determine administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assemble and arrange necessary items. Determine sources of data. Compile, synthesize, and manipulate data. Summarize findings and write reports or portions of reports.
• Greet visitors. Answer and screen telephone calls. Assess nature of business. Respond to requests for information and provide assistance. Screen and respond to mail.
• Format, keyboard, proofread, and edit correspondence, reports, manuscripts, grants, and other material. Assemble attachments and corresponding material. Review outgoing material for completeness, dates, and signatures. Compose substantive correspondence and written material.
• Coordinate travel arrangements. Schedule and coordinate meetings and appointments. Order and maintain inventory of supplies. Take minutes or dictation. Perform additional functions incidental to office activities.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.

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.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

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 position. Employees will be assigned specific job‑related duties through their hiring department. University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale's Policy Against Discrimination and Harassment, 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).

Other Information

Yale University is a tobacco‑free campus.