Conference and Events Program Coordinator

11-Dec-2023

Law School – Conferences & Events

85523BR

University Job Title

Program Coordinator

Bargaining Unit

L34 – Local 34 (Yale Union Group)

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Administration

Total # of hours to be worked:

37.5

Work Week

Standard (M-F equal number of hours per day)

Work Location

Central Campus

Worksite Address

127 Wall Street
New Haven, CT 06511

Position Focus:

The Yale Law School Conference and Events office seeks a highly organized, energetic Program Coordinator. Reporting to the Senior Associate Director for Conference and Events Operations, the Program Coordinator provides administrative, logistical, and operational support for a variety of YLS events, domestic and international conferences, seminars, and special events (programs).

Programs support includes coordination with YLS conference and events planners, faculty support, faculty, senior management, alumni, vendors, and various outside speakers. The Program Coordinator supports the daily activities related to the seamless planning and delivery of the program components, independently solves problems, and addresses issues as they arise.

Provides onsite and off-site meeting management, Zoom meeting/webinar support, room reservations, travel logistics, speaker/attendee coordination including specific travel visa requirements, and taking meeting notes. Creates and/or maintains guest registration platforms, list management, and event attendee communication. Manages supplier invoices and payments including requisition and purchase order setup. Tracks program expenses, and manages domestic and international expense reconciliation including P-card charges, international payments, and conference reimbursements. Sources venues, restaurants, hotel blocks, audiovisual services, décor, gifts, and entertainment. Schedules domestic and international transportation, catering, facilities, rentals, and audiovisual resources. Monitors and requests permissions for articles and processes payments to publishers. Performs additional functions incidental to programs, conferences and events.

Essential Duties

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.

Required Skill/Ability 1:

Excellent computer skills including well-developed knowledge of Windows and Microsoft products: Word, Excel, Outlook (Calendar), and PowerPoint or equivalent. Knowledge and experience with registration-type platforms. Internet navigation skills. Example of an Excel application required at interview.

Required Skill/Ability 2:

Excellent proofreading, editing, and writing skills for drafting material. Ability to communicate orally and in writing in a clear, pleasant, grammatically correct, and professional manner. Writing sample required at interview.

Required Skill/Ability 3:

Self-motivated, solid work ethic, and able to maintain a well-organized environment, including managing electronic storage and event supplies. Ability to adapt to shifting priorities.

Required Skill/Ability 4:

Ability to represent YLS professionally. Superior interpersonal skills; polished, outward-facing demeanor, uses independent judgment and maintains confidentiality.

Required Skill/Ability 5:

Ability to work onsite at YLS, work offsite of YLS with occasional travel, and meet occasional overtime and/or weekend requirements, and/or flex schedule to provide coverage as needed.

Preferred Education, Experience and Skills:

Demonstrated experience with Yale's Workday system performing expense reconciliation, requisition, and purchase order processing. Demonstrated experience with in-person and virtual event support. Demonstrated experience in travel planning including international flights. Some experience with Qualtrics, Microsoft Forms, CVENT, Yale Message, Canvas, or other customer management system.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

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 based on 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.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:

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 duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

EEO Statement:

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

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