Program Coordinator

Position Focus:

The Program Coordinator will aid the Center for Green Chemistry and Green Engineering’s (Center) operations and activities, which includes:

Assist in general communication efforts from the Center (including the setup of Newsletters or website-maintenance).

Gather information and write and/or proofread routine correspondence.

Support and manage travel arrangements for Center’s leadership.

Coordinate and support event activities including travel and lodging arrangements, reserving rooms, media services and catering, contacting attendees, creating agendas, collecting information and documents for both domestic and international reimbursement processes.

The Program Coordinator position focuses on the administrative support and coordination of the Center’s Global Greenchem Innovation and Network Program (GGINP), which includes: The Program serves as the. The Program Coordinator serves liaises with all levels of administration, staff, and external partners of the program. 

Oversight and coordination of general program activities.

Administrative support by maintaining, streamlining, selecting, implementing, and coordinating procedures and systems based on the programs mission.

Schedule, manage and coordinate meetings, events, RSVPs, calendars, and reservations.

Due diligence on project deliverables, tracking of activities and following up with personnel and external partners on the status, timelines, and completion.

Process expense reports, monitor and prepare budget reports.

Oversee the maintenance of financial records and files.

Prepare corresponding contracts and process incoming and outgoing payments and invoices.

Coordinate and assist in the preparation of materials for events.

Gather, compile, organize, and manipulate data to create reports or summaries, including the design and set-up of spreadsheets and graphics.

Serve as source of information to students, staff, faculty and external partners.

Primary Responsibilities:

Performs administrative, clerical, and programmatic duties.

Coordinate, select, implement, establish, and execute administrative procedures, and systems.

Integrate in a team, including Program Director’s, Manager’s, Financial Administrators, and internal and external collaborators.

Oversee, instruct, and coordinate activities of the Center’s and GGINP’s support staff.

Ensure and enforce the GGINP’s and the Center’s compliance with guidelines, rules, and regulations.

Oversee and coordinate GGINP-program activities. 

Establish and maintain professional relationships with all internal and external contacts.

Serve as the principal point of contact and information on reports, policies, procedures, and activities.

Collaborate with the financial administrator in processing and monitoring expenses and ensure adherence to budgetary guidelines.

Compose correspondence and written material in the context of the GGINP and the Center’s wider activities.

Provide editorial support for publication, including proofreading and editing of material for grammatical and factual accuracy.

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

Required Skill/Ability 1:

Well-developed knowledge of Microsoft-office products Word, Excel, Outlook (Calendar) and PowerPoint or equivalent is necessary, experience in Workday is beneficial. Knowledge in managing websites or social media accounts is desirable (Drupal, Wordpress, Wix/Linkedin, X, Instagram, or similar).

Required Skill/Ability 2:

Strong attention to detail and accuracy, with demonstrated ability to maintain independent workflows in a highly dynamic and team-oriented work environment including multitasking.

Required Skill/Ability 3:

Ability to effectively prioritize, anticipate and initiate actions needed for the forthcoming of the program.

Required Skill/Ability 4:

Full English working proficiency required, knowledge in additional languages is desirable but not required (e.g. Spanish, Serbian, Bahasa, Ukrainian, Arabic).

Required Skill/Ability 5:

General knowledge of business operations, accounting, commercial procedures, and university structures is desirable.

Preferred Education, Experience and Skills:

BS degree or equivalent in phys/env sciences, engineering, bus admin, or international affairs. Proven experience in project coor or man, or an MS degree in any of the mentioned fields. Other combinations of experience will be considered. Preferred, BS in physical or env sci and/or in international affairs or bus admin. 2 years of project man experience in an international proj or NGO env.

Drug Screen

No

Health Screening

No

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.