Program Coordinator

Title: Program Coordinator, Parent Gifts

Location: 157 Church Street, New Haven, CT 06510

Hybrid

Full-time

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 Program Coordinator (PC) for the Parent Gifts team within the Office of Development is tasked with providing essential fundraising support, analysis, and collaboration with various stakeholders. Reporting to the Program Manager and working closely with the Director of Parent Gifts, the PC develops capital gift proposals for major gifts, drafts various written materials, and conducts detailed research for the Parent Gifts team. Key responsibilities include assisting with event logistics, maintaining prospect database records, running reports, drafting a wide variety of written materials, including correspondence, briefings, detailed biographical sketches, and talking points for upper-level administrators in support of the Parents Leadership Council (PLC). The role also involves handling a range of administrative tasks such as data entry, expense monitoring, travel arrangements, and filing. While previous development experience is preferred, it is not essential.  We are seeking a highly motivated individual with advanced writing skills, excellent attention to detail, and good judgment. The ideal candidate should be capable of becoming familiar with prospect cases and thriving in a fast-paced, collaborative environment. Strong organizational, time management, communication, and project management skills are crucial for success in this position. In addition, and as needed, the PC is responsible for a range of administrative tasks including data entry, processing and monitoring expenses, making travel arrangements, data entry, and filing. Previous development experience, though preferred, is not essential. Ideal candidates will have superior writing skills, show great attention to detail and excellent judgment, be curious and engaged with the donor cases this individual will support, and enjoy collaborating on a busy, productive team.

The following principal responsibilities are generic in nature; potential applicants will find the information in this Position Focus to be most relevant.

Required Skills & Abilities:

1: Demonstrated exceptional written and verbal communication skills,with special emphasis on advanced writing and editing ability and strong attention to detail. Ability to communicate effectively with top-level donors and senior Yale administrators. Writing sample required at time of interview.

2: Skilled in organizing and researching, adept at analyzing data from diverse sources and succinctly synthesizing it into clear, detailed reports. Proficient in financial data management and office software like Word and Excel. Capable of creating ad hoc reports from the alumni database and proficient at learning new technologies.
3: Demonstrated ability to prioritize work and multi-task with minimal supervision, especially on projects, and meet deadlines in a team-centered, time-constrained environment.

4: Exhibits professionalism, maturity, and the ability to maintain strict confidentiality; capable of working effectively both independently and as part of a collaborative team.

5: Commitment to an inclusive workplace. Ability to engage with diverse audiences (age, gender, nationality, race/ethnicity, profession, sexual orientation, etc.)

Preferred Education, Experience and Skills:

Minimum of two years of senior administrative and/or professional writing experience, preferably within higher education or non-profit development environments. The candidate should have familiarity with database software and reporting with the ability to conduct data analysis as well as advanced writing and project management skills, and direct experience with fundraising operations at Yale. Master’s degree preferred.

Principal Responsibilities

1. Coordinates with other departments at Yale to develop or enhance proposals and briefings summarizing Yale activities, and to plan events.
2. Develops and maintains a log of Yale academic and programming activities having development potential for prospects and donors.
3. Coordinates and staffs events. Helps secure hosts and locations for events. Works with Special Events team to secure campus locations. Produces invitation and confirmation cards. Compiles and maintains invitation lists, extend invitations, confirms attendance, ensures attendance accuracy, prepares biography for guest speakers, prepares Event Flow documents, staffs selected events, and contacts vendors.
4. Conducts research on individuals, corporations, foundations, governments and institutions using office files, databases and internet search engines and resources, including sources in other languages when relevant for international development.
5. Drafts a wide variety of written materials including detailed biographical and business briefings, correspondence, proposals, endowed gift agreements and stewardship reports.
6. Designs, develops and produces ad hoc reports and analyses by report generation and manipulation of information systems, including our primary Alumni database.
7. Researches and investigates gift commitments using office files and databases. Ensures the accuracy of gift acknowledgments and all information relayed to prospects.
8. Builds strong relationships with staff and serves as a key contact on questions relating to various departmental needs.
9. Interacts with donors at the request of director and/or gift officers in response to inquiries.
10. Assists with the assignment of tasks to student workers.
11. May perform other duties as assigned.

Required Education and Experience

Eight years of related experience, six of them in the same job family at the next lower level and a high school level education; or six years of related experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of experience and education.

Required License(s) or Certification(s)

Required License(s) or Certification(s):

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade E

Compensation Grade Profile

Hourly Range

$35.64

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

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 hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.
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 throughtheir hiring department.

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).

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