Program Coordinator, Events

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Overview

The Program Coordinator, Events provides support for Yale’s fundraising efforts by assisting in the planning and execution of successful top-quality events (in-person, virtual, and hybrid) that enhance the relationship between Yale University and its prominent alumni, parents, and friends.  The Program Coordinator, Events reports directly to the Senior Associate Director, Events, and supports a team of  four event planners, the Senior Associate Director, Events, and the Director, Events, within the Office of Development’s Marketing & Communications unit.  In addition to those listed in the Essential Duties below, key responsibilities include: compile and manage event invitation lists; coordinate mailings and additional event communications (electronic and print); track RSVPs and registrations; format and distribute attendance updates; proofread event communications and briefings; produce event materials such as name badges and placecards; track and maintain event supply inventory; and produce monthly event newsletter.

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. Demonstrated ability to provide high-level support to event planners.  

2. Excellent interpersonal skills, with the ability to represent Yale appropriately with prominent guests and Yale officials, and the ability to maintain strict confidentiality.

3. Demonstrated proficiency with Microsoft Word, Excel and Outlook. Demonstrated ability and willingness to learn new databases and computer applications.  

4. Excellent spoken and written communication skills with strong attention to detail.  Ability to set and manage priorities, and juggle multiple projects, moving them forward simultaneously.  Resourcefulness in problem-solving and grace under pressure.

5. Availability during events, occasional evening and weekend work and limited travel required.

Preferred Skills and Abilities
1. Proven experience with high level administrative support in a busy office setting within a complex organization.

Principal Responsibilities

1. Designs, coordinates and oversees the logistical and high level administrative support needs of multiple, complex, and widely distributed educational events, conferences and/or other events. 2. Serves as principal source of information to students, staff, and faculty on event activities. 3. Coordinates with vendors to negotiate costs and determine requirements of renter in regard to technical, security and/or other requirements. 4. Designs and prepares various marketing materials. 5. Coordinates conferences and/or requested services including reserving conference rooms, determining catering needs, preparing conference materials, tracking various expenditures and revenues, collecting fees and maintaining any necessary records. 6. Serves as liaison with vendors on event-related matters. Maintains direct contact with personnel from various outside organizations and university departments associated with scheduled events. 7. Oversees, instructs, and coordinates activities of support staff. 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 of no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education.

Job Posting Date

08/20/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Hourly Range

$31.83

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.