Program Coordinator, Board and Volunteer Engagement

Department: Association of Yale Alumni - Volunteer Engagement 1201 Chapel Street, New Haven, Connecticut Job ID: 138796WD $31.83 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 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 simultaneo…

View the full posting and apply