Program Coordinator, Board and Volunteer Engagement

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Overview

The Yale Alumni Association (YAA) is responsible for university-wide alumni relations and for events, programs, initiatives, and other opportunities to strengthen alumni relationships with Yale. Reporting to the Deputy Executive Director and working with the Board and Volunteer Engagement team, the Program Coordinator will provide high-level administrative and analytical support for the team responsible for supporting the YAA Board of Governors, for managing the annual YAA Assembly and Yale Alumni Fund Convocation event and the YAA

delegate program, and for developing programs and services that support YAA’s alumni volunteers broadly.

Support the work of the YAA Board of Governors and its committees, including meeting scheduling, agendas, materials, and logistics (venues, AV, and catering). Manage configuration and provide technical support for platforms used by the Board, including Microsoft Teams, Monday.com, and Submittable (nomination management platform).

Support committees responsible for Alumni Fellow nominations, Yale Medal nominations, Appointed Board nominations, and Board elections, including preparing profiles and background research on candidates being considered by each committee, scheduling conference calls, collecting minutes, and identifying needed follow-up.

Serve on Alumni Affairs and Development divisional planning team for the YAA Assembly and Yale Alumni Fund Convocation event, held on campus in the fall. Provide event logistics support, including researching venues, sourcing vendors, coordinating with campus partners including Hospitality and Facilities, procurement and payment processing, and customer service for attendees.

Support the event RSVP process, which may include online registration setup, tracking e-marketing statistics, and providing regular attendance reports and projections. Contribute to support for the Yale Medal program, as part of the team responsible for Yale Medal reception and dinner logistics, guest services, and PR. Coordinate the procurement of engraved medals, printed citations and other gifts, and physical recognition on campus.

Provide research and data reporting support for volunteer engagement and leadership pipeline efforts, such as YAA Assembly, delegate engagement, and other programs. Includes coding leadership roles, event attendance, and other information in the central alumni database (Hopper). Monitor YAA delegates and other volunteer leadership positions, including reporting on vacancies, demographics, and other trends.

Provide administrative support for the Board and Volunteer Engagement team, including processing procurement requests and expense management via the university’s finance and HR system (Workday) and managing shipping needs (E-ship Global). Coordinate and track expenses and budget activity for the team and related programs, including processing alumni travel reimbursements and invoices through the supplier gateway and maintaining accurate, up-to-date financial and supplier/vendor records.

Serve as backup resource for YAA administration, including US mail pickups and distribution, departmental phone line coverage.

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. Outstanding organizational skills, accuracy, and attention to detail. Demonstrated ability to meet deadlines, juggle multiple projects simultaneously, and tolerate interruptions. Ability to work independently as well as to collaborate and contribute to team objectives. Ability to maintain confidentiality.

2. Excellent oral and written communications skills, ensuring that communications are thorough, helpful, and reinforce YAA’s mission. Ability to provide excellent customer service via phone, email, and in person.

3. Excellent interpersonal skills. High level of cultural competence or willingness to learn.

4. Demonstrated flexibility and agility. Ability to adapt readily to changing work demands and balance projects in a fast-paced environment while maintaining professionalism. Demonstrated ability to show initiative and to learn new skills. Availability to work occasional evenings & weekends for events and Board meetings.

5. Intermediate to advanced computer skills including tools such as Microsoft Outlook, Word, Excel, PowerPoint, Teams, and Zoom. Demonstrated experience with multiple software types, such as relational databases, broadcast e-mail tools, design tools, or event registration. Ability to master new IT tools, resources, and databases as needed.

Preferred Skills and Abilities

1. Knowledge of Yale and YAA's alumni relations programs.

2. Experience with alumni affairs or volunteer management.

3. Event management experience.

4. Familiarity with Yale systems such as Workday and Hopper.

5. Facility with data analysis.

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.

Job Posting Date

10/20/2026

Job Category

Administrative Support

Bargaining Unit

L34