Program Coordinator, Advancement Systems

Yale University; New Haven (CT); Hybrid; USD 89,544,000 - 93,677,000; Full time

Job summary

Yale University is seeking a Program Coordinator to bolster Advancement Systems, coordinating user access, communications, and operational processes. You will triage inquiries, maintain documentation, and support metrics reporting while partnering with Alumni Affairs and Development to ensure smooth access governance and intranet maintenance.

The role emphasizes cross‑training, calendar management, and collaboration across teams, with a focus on delivering a positive user experience in a hybrid

Qualifications

• Six years of related work experience, or four years with an associate degree, or a bachelor’s degree in a related field.
• Proficiency with Microsoft Word, Excel, PowerPoint and Outlook; data analysis and reporting aptitude.
• Experience with access governance, user support, and documentation is preferred.

Responsibilities

• Oversees and coordinates program activities and supports office operations.
• Acts as primary contact for user support requests and ensures timely responses.
• Monitors expenses and assists with budget guidance and grant applications.
• Composes communications, compiles data, and supports reporting.
• Provides editorial support and tracks publication workflows.
• Supervises support staff and ensures compliance with guidelines.
• Ensures compliance with university, federal, and state rules.
• Performs additional duties as assigned.

Skills

Task ownership

Customer service

Communication skills

Multitasking

MS Office

Data analysis

Education

High school diploma or equivalent

Associate degree

Bachelor 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!

Salary Range

$31.83

Job Requisition ID

138406WD

Overview

The Program Coordinator supports the operational effectiveness of Advancement Systems by coordinating user support, access administration, communications, documentation, and team operations. As the initial point of contact for user support requests, the role ensures timely acknowledgment, triage, and resolution or routing of inquiries while helping provide a positive and consistent user experience. The Program Coordinator works closely with stakeholders across Alumni Affairs and Development (AA&D) to support effective access governance, clear communications, consistent processes, and the day‑to‑day operational needs of the Advancement Systems team.

The Program Coordinator coordinates user access requests, modifications, deprovisioning, and periodic access reviews across Hopper and other supported systems. The role also coordinates staff‑facing communications through newsletters, intranet content, and other channels; develops and maintains process documentation and knowledge articles; and supports the collection and reporting of user support metrics to identify trends and opportunities for continuous improvement. Working collaboratively with stakeholders, the Program Coordinator helps improve access management, communications, and operational processes and supports the content, coordination, and ongoing maintenance of the AA&D‑wide intranet. The position also provides cross‑training and coverage for Organizational Learning & Development activities and supports team coordination and administrative operations through meeting scheduling, agenda preparation, meeting documentation, calendar management, follow‑up tracking, and other duties as assigned.

The following principal responsibilities are generic in nature. Applicants will find the information in this position focus to be most relevant to the needs of the position.

Required Skills and Abilities

• 1. Demonstrated ability to initiate and complete tasks independently and proactively. High level of professionalism, judgment and integrity, ability to maintain confidentiality.
• 2. Strong customer service orientation with a commitment to delivering a positive user experience.
• 3. Strong oral and written communication skills and proficiency in communicating appropriately with multiple constituencies. Demonstrated organizational and research capabilities, strong attention to detail.
• 4. Proven team player with skills to prioritize work, manage multiple tasks and meet deadlines from in a fast‑paced environment without sacrificing quality of work product. Commitment to an inclusive workplace.
• 5. Intermediate to advanced proficiency with Microsoft Word, Excel, PowerPoint and Outlook; the ability to conduct data analysis and work with financial information. Ability and willingness to develop proficiency with sophisticated database software, reporting tools, and other online tools.

Preferred Skills and Abilities

• 1. Experience working with customer relationship management (CRM) systems or similar enterprise applications.
• 2. Experience working in a higher education, nonprofit, or fundraising environment.
• 3. Experience providing customer, client, user, or help desk support in a professional environment.

Principal Responsibilities

• 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.

Original Job Posting Date

09/29/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

Location

157 Church Street, New Haven, Connecticut

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 basedon 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 dutiesand responsibilities of the position. Employees will be assigned specific job-related duties throughtheir 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).

Note

Yale University is a tobacco‑free campus.