Program Coordinator, Advancement Systems

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Overview
The Program Coordinator supports the operational effectiveness of Advancement Systems by coordinating user support, access administration, communications, documentation, and team operations. As the initial point of contact for user support requests, the role ensures timely acknowledgment, triage, and resolution or routing of inquiries while helping provide a positive and consistent user experience. The Program Coordinator works closely with stakeholders across Alumni Affairs and Development (AA&D) to support effective access governance, clear communications, consistent processes, and the day-to-day operational needs of the Advancement Systems team.

The Program Coordinator coordinates user access requests, modifications, deprovisioning, and periodic access reviews across Hopper and other supported systems. The role also coordinates staff-facing communications through newsletters, intranet content, and other channels; develops and maintains process documentation and knowledge articles; and supports the collection and reporting of user support metrics to identify trends and opportunities for continuous improvement. Working collaboratively with stakeholders, the Program Coordinator helps improve access management, communications, and operational processes and supports the content, coordination, and ongoing maintenance of the AA&D-wide intranet. The position also provides cross-training and coverage for Organizational Learning & Development activities and supports team coordination and administrative operations through meeting scheduling, agenda preparation, meeting documentation, calendar management, follow-up tracking, and other duties as assigned.

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 initiate and complete tasks independently and proactively. High level of professionalism, judgment and integrity, ability to maintain confidentiality.

2. Strong customer service orientation with a commitment to delivering a positive user experience.

3. Strong oral and written communication skills and proficiency in communicating appropriately with multiple constituencies. Demonstrated organizational and research capabilities, strong attention to detail.

4. Proven team player with skills to prioritize work, manage multiple tasks and meet deadlines from in a fast-paced environment without sacrificing quality of work product. Commitment to an inclusive workplace.

5. Intermediate to advanced proficiency with Microsoft Word, Excel, PowerPoint and Outlook; the ability to conduct data analysis and work with financial information. Ability and willingness to develop proficiency with sophisticated database software, reporting tools, and other online tools.

Preferred Skills and Abilities

1. Experience working with customer relationship management (CRM) systems or similar enterprise applications.

2. Experience working in a higher education, nonprofit, or fundraising environment.

3. Experience providing customer, client, user, or help desk support in a professional environment.

Principal Responsibilities

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.

Job Posting Date

09/29/2026

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.