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Programs Coordinator
Yale University in New Haven, Connecticut
Date Posted 04/19/2022
Admin-Other Administrative Positions
Employment Type FullTime
Application Deadline Open until filled


MacMillan - East Asian Studies


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

Work Location

Central Campus

Worksite Address

34 Hillhouse Avenue
New Haven, CT 06511

Work Week

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

Searchable Job Family


Total # of hours to be worked:


Position Focus:

Reporting to and under the general direction of the Executive Director, perform high-level administrative services to support the mission and overall programming operations of the Council on East Asian Studies at the MacMillan Center at Yale University (CEAS) including comprehensive coordination and implementation of events (e.g., lectures, film series, workshops, conferences and cultural activities). Liaison with other Yale departments, students, student organizations, and external contacts (including domestic and international universities, foundations, & cultural organizations) to implement & review current programs and develop new initiatives. Coordinate the CEAS Postdoctoral Associates Program; advertise competition;maintain applicant files using specialized on-line system; arrange faculty selection committee meetings; coordinate with CEAS Registrar to facilitate submission of course proposals; collaborate with MacMillan Center and Central Postdoc Office on preparation of appointment paperwork; coordinate with Office of International Students and Scholars for appointment of foreign nationals; provide orientation for new postdoctoral associates; and serve as main contact for administrative queries regarding program. Coordinate the CEAS Visiting Scholars Program; liaison with faculty, departments, MacMillan Center, and Office of International Students and Scholars regarding proposed visitors; assist with preparation of invitation letters, appointment paperwork and orientation activities; ensure visiting scholars are fully integrated into CEAS academic and public programming. Develop and edit CEAS advertising, publicity materials, and program publications, including content for newsletters; consider new ways to utilize social media, webcasts, podcasts, and other technologies to enhance CEAS programming initiatives; provide digital documentation of CEAS programs, including recordings and photography; and provide consistent and detailed website and database updates, including keeping programming resources current on various calendars and digital platforms. Assist with preparation of digital resources on Eli Scholar and other academic repositories. Assist with the compilation of materials for external grant applications and annual reporting requirements as part of CEAS stewardship activities, including comprehensive data related to programs supported by federal and non-federal grants. Oversee work of student workers assigned to help with CEAS programs.

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:

Ability to multi-task, prioritize projects, work independently, as well as part of a team; highly motivated, detail-oriented, and organized; excellent time management skills; strong and demonstrated ability to effectively meet goals and deadlines. Ability to work occasional evenings and weekends.

Required Skill/Ability 2:

Demonstrated flexibility and agility in handling multiple complex projects in fast-paced environment while maintaining professionalism; reacts to new situations appropriately and adapts readily to changing work demands; demonstrated ability to show initiative and to learn new skills.

Required Skill/Ability 3:

Exceptional oral and written communication skills; strongly demonstrated editing and proofreading abilities.

Required Skill/Ability 4:

Superior interpersonal and problem solving skills, including the ability to interact in a tactful and diplomatic manner to work effectively with diverse constituencies of faculty, students, staff, administrators, professionals and vendors by phone, in person, and in writing.

Required Skill/Ability 5:

Intermediate to advanced skills with MS Word, Excel, Outlook, PowerPoint and Adobe Acrobat.

Preferred Education, Experience and Skills:

Bachelor’s Degree in a related field and four years of related work experience; or an equivalent combination of education and experience. Familiarity with Yale systems and procedures. Strong interest in East Asian studies; proficiency in Chinese, Japanese and/or Korean; past experiences of travel/work/study in East Asia.

Weekend Hours Required?


Evening Hours Required?


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

Thank you for your interest in employment at Yale University. Please also note that the university has a COVID-19 vaccination and booster requirement for all students, staff & faculty which is described in the COVID-19 Vaccine Program. As you search our open positions, you will see that all postings list their on-site addresses which gives more detail on the on-campus work location of the role.

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).

W.L. Harkness Hall, 3rd Floor, Room 303

100 Wall Street, New Haven CT 06511




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