Program Manager of The Gruber Foundation

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Overview

T he Program Manager will ensure that Foundation stakeholders such as Directors, Selection Advisory Board members, Gruber Prize recipients, Prize nominators, affiliate organization leaders and staff, internal Yale colleagues, receive high quality administrative support in a manner compliant with Gruber and – where applicable - University policies and procedures, and marshals and leverages available resources (financial or otherwise) to help advance the Foundation’s mission.

The Program Manager requires well-developed managerial, decision-making, planning, organizational, problem-resolution, and leadership skills as well as excellent written and oral communication skills, with the ability to adapt communication styles and negotiate skillfully to address the needs of individuals at all levels. The position requires reliability and a proven ability to manage time and resources effectively, measure and monitor progress, and redirect efforts as needed.

Applicants should have proven ability in high-level event plan.

Primary job responsibilities will include:

• Implement nominations strategies/programs and execute outreach strategies to potential nominators to increase the number of quality nominations for each of the three Gruber International Prizes.

Manage communication plan for annual calls for nominations, annual press releases announcing the year’s Gruber Prize recipients, and announcements around award ceremonies. Craft sophisticated messages to stakeholders and potential stakeholders including individual and mass messages, social media posts, and web pages. Triage materials and ensure dissemination. Interface with science writers.

Conduct nominations information sessions via Zoom. Limited travel may become necessary to help meet growth and visibility goals.

Engage in regular contact with prize advisors and other stakeholders – current and potential - to provide information and advice on Foundation programs and policies. Advise prize advisors and prospective nominators about nominations requirements, options, policies, procedures, and associated topics.

Orient and oversee Gruber Science Fellow assistants prior to and at prize events.

Work with Executive Director to modernize Foundation infrastructure to include database creation and maintenance and webform interface and output reworking and maintenance.

Serve as point person for prize nominations, responsible for evaluating and processing all nominations for inclusion in the selection process.

Develop and/or refresh media creation and use plan for prize announcements and award events, ensuring quality, messaging, and consistency with Foundation image.

Assist in growing and maintaining annual Foundation calendar of meetings and events. Help develop schedule for Gruber Prize Selection Advisory Board meetings and ensure coordination with Gruber’s Yale-based programs.

Record, develop, and maintain ongoing relationships with relevant undergraduate programs, employers, government offices, and other organizations to assist in the recruitment process.

Help create and administer a post-service survey for outgoing Selection Advisory Board members and report on data collected.

Serve as backup to Executive Director to staff the Board of Directors and ensure all aspects of the Foundation run efficiently and effectively.

Maintain administrative backbone with tasks such as filing and checking mail and shared email. With Executive Director and contacts in the Yale Controller’s office handle monthly accounting, checking account replenishment requests, payment requests and some tax reporting backup.

Please note that the responsibilities above are the ones that are most aligned with the role.

Required Skills and Abilities

1. Demonstrated leadership, decision-making, planning, and problem-resolution skills, with the ability to manage resources, monitor progress, establish priorities, and drive accountability and results.

2. Exceptional written and verbal communication, negotiation, and interpersonal skills, with the ability to build relationships, influence outcomes, and navigate complex organizational structures and diverse stakeholder groups.

3.  Strong quantitative and financial skills, including the ability to develop, analyze, and interpret financial reports and budgets to inform decisions and resource allocation.

4.  Demonstrated experience coordinating complex, high-level events and domestic/international travel, including vendor management, VIP relations, and knowledge of appropriate hospitality protocols and international and domestic honorifics. Ability to travel overnight, domestically and internationally, as required.

5.  Proficiency in Microsoft Office, Drupal, database management, and Adobe Creative Suite.

• Preferred Skills and Abilities
• 1. Advanced degree preferred
• 2. Experience in a university-affiliated non-profit preferred
• 3. Yale experience preferred
• 4. Understanding of Yale's Financial and Administrative systems, including Workday, and familiarity with QuickBooks online and online banking platforms
• Principal Responsibilities

1. Oversees the advancement and growth of the program. Gives direction and leadership supporting the philosophy, mission, strategy, and annual goals and objectives. Assumes primary accountability for disseminating and publishing all program information to create public awareness and support of the program. 2. Works closely with leadership, internal and external colleagues, and community residents to further develop and implement strategic plans. 3.

Identifies, solicits, and cultivates community partnerships and collaborations to assist in the development and growth of the program. Develops the metrics to identify and measure the success of the program. Responsible for measurements of grant success and related evaluation. 4.

Assists in identifying and evaluating potential future funding sources, and contributes to the submission of grants and contracts supporting the program, including the annual submission and writing of all content areas and budgetary sections of grant applications. Develops and manages the program’s operating budget. 5. Develops the administrative infrastructure of the program.

Manages human resource and administrative functions of the program, including staffing and hiring, supervision, performance development, counseling and discipline, if warranted. Oversees and manages information systems, facilities, and space needs. 6. Investigates, identifies, implements, and oversees the maintenance of systems to gather, track, and report information to support the initiatives of the program. Tracks all program activities and regularly informs leadership of progress on each initiative.

Recommends structural or programmatic adjustments, changes or additions based on full knowledge of missions, goals, and objectives. 7. Initiates, designs, and manages the compilation of program communications; identifying outreach potential, and promoting philanthropic and collaborative support of the program. Contributes to the development and assists in the management of content on the program’s website and monitors all changes and additions to the editorial content. 8. May perform other duties as assigned.

Required Education and Experience

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

Job Posting Date

11/13/2026

Job Category

Professional

Bargaining Unit

NON