Program Coordinator 2

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Overview

Reporting to the Manager, Residency, Fellowship & Graduate Programs, serves as a lead program coordinator in the department of Pathology Office of Education. Delegates, guides, and directs work of two FTEs, including monitoring and tracking deadlines to ensure critical deadlines are met for multiple programs. Performs analysis of metrics, identifying trends and issues. Reviews workflows and recommends process enhancements to improve efficiency and standardization.

Serves as an expert resource regarding fellowship recruitment, including acting as primary point of contact for inquiries regarding processes and procedures. Developing standard operating procedures and expanding functions of the Office of Education to include clinical observer ships, medical student electives and clerkships, other undergraduate and graduate level activities, and Continuing Medical Education (CME), as required. Works with diverse internal and external constituents, including current and prospective students and trainees, faculty, visitors, and staff. While assisting with program coordinator and registrar duties for 1 large residency, 11 fellowships, and 1 graduate program. May perform other duties as assigned.

GME (Graduate Medical Education):

Stewards the GME coordinator calendar and timeline. Trains staff on procedures. Directs and tracks workflow to ensure compliance with ACGME (Accreditation Council for Graduate Medical Education), GME, YNHH (Yale New Haven Hospital), and Medicare requirements. Coordinates with Bridgeport Hospital on shared fellowship program matters. Ensures deadlines are met.

Grad Student Program/Funding:

Leads communications with Yale Biological and Biomedical Sciences (BBS) track and faculty within Pathology and other departments such as the Registrar’s Office and Graduate School of Arts and Sciences (GSAS), by creating ways to maximize workflows.

Serves as expert resource on the Graduate Program, creating Standard Operating Procedures to streamline and improve workflows. Performs complex calculations based on funding assignments. Consults with faculty advisors to advise them on their stipend and tuition responsibilities based upon BBS guidelines, interfacing with a complex program-wide funding matrix. Coordinates and enters student funding from data from multiple training grants, university stipends, and other federal and non-federal funding sources into Workday and other assigned systems. Communicates with the Graduate Financial Aid Office and Integrated Business Offices on student funding matters. Serves as backup for non-funding related registrar functions. 

Grand Rounds/CME:

Leads coordination workflow of weekly grand rounds schedule and all logistics involved to ensure compliance. Directs, tracks, and assists with the coordination of logistics for events, conferences, seminars, and programs held on and off campus. Performs back-up support and additional duties as necessary to maintain the highest level of service and support. Assists with and monitors the coordination of travel, events, initiatives, projects, and communications. Welcomes, orients, and host visitors to campus. Responsible for specifics of itineraries, travel arrangements, and accommodations. Maintains complex calendars. Schedules and coordinates in person and virtual meetings and appointments in multiple time zones. Coordinates domestic and internationals reimbursements and communicates with internal and external entities to ensure required arrangements are optimally executed. Conducts research and gathers background information for projects, meetings, and events as needed in preparation for determined activities. Formats and proofreads a variety of material for grammatical and factual accuracy. Works closely with the department’s business office in execution of all financial transactions.

Required Skills and Abilities

1. Leadership skills: Demonstrated ability to make independent and informed decisions, solve problems, take initiative, anticipate action, follow through, and work independently and as part of a team. Ability to balance competing priorities and pivot between tasks effectively.

2. Program management skills: Demonstrated ability to multi-task and handle a complex portfolio of work in a complex environment, multi-task and meet deadlines. Ability to initiate and complete tasks with minimal supervision using independent judgment. Ability to manage long-term projects, be flexible, and develop and document procedures and ensuring the procedures are follow compliance.

3. Communication skills: Excellent written and verbal communication. Demonstrated ability to compose, proofread, and edit formal correspondence and reports with high attention to detail.

4. Demonstrated ability to maintain confidential information with discretion and professionalism.

5. Excellent computer skills with proficiency in Office Suite. Advanced proficiency in MS Excel. Ability to learn and master new software programs.

Preferred Skills and Abilities

1. Bachelor’s Degree and work experience in graduate medical education and/or registrar experience.

2. Proven experience with Workday. Proven experience in leading and overseeing administrative support staff, including task delegation and monitoring.

Principal Responsibilities

1. Based on comprehensive knowledge of and experience with programmatic mission and strategy, plans, coordinates, and oversees implementation of program activities. Contributes to implementation planning as well as to the development of processes, policies, and procedures. 2. Contributes to the formulation of marketing and communications plans. Represents and promotes the program both internally and externally. 3. Drafts program budgets and monitors expenses to ensure adherence to budgetary guidelines. 4. Identifies, develops, and cultivates partnerships and collaborations with community members. Establishes and maintains professional relationships with internal and external colleagues. 5. Contribute to the development of metrics or analyze data to assess and communicate progress, status, and effectiveness. Develop and design complex databases. 6. Develops and disseminates substantive program materials in various media to create awareness of and support for the program. Design and develop website; make major revisions in website design or content. 7. Serves as principal source of information on policies, procedures, programs and office activities. 8. Oversees, instructs, and coordinates activities of support staff. 9. Ensure compliance with University, Federal, and State guidelines, rules, and regulations. 10. May perform other duties as assigned. Required Education and Experience Two years of related work experience in the same job family and a Bachelor’s degree in a related field; or an equivalent combination of experience and education.

Job Posting Date

08/28/2026

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 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.

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 through  their 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).

Note

Yale University is a tobacco-free campus.