Admissions Program Coordinator, Expert Resource

Position Focus :

With minimal supervision and specialized, expert subject matter knowledge of Admissions events, processes, and budgets, the Admissions Program Coordinator organizes, plans, and oversees recruiting events that take place domestically and internationally, and provides support for MBA admitted student events. Distributes work to other C&T staff, interns, and student workers. Responsible for crafting correspondence, record-keeping, and data tracking related to admissions events. Some overtime and Saturdays required.

1. Coordinate logistics for MBA fairs, school-specific receptions, and major events, including scheduling venue reservations, catering, A / V equipment selection, invitations, speaker and attendee confirmation, and other related tasks. Follow up routinely with all participants to insure optimal execution. Coordinate on-site logistics and material mailing for each event.

2. Send out bids for domestic and international off-campus events, securing the best possible venue at a competitive price. Draft program budgets and monitor expenses to ensure adherence to budgetary guidelines.

3. Using relevant university systems and other reporting tools, oversee admissions event expenses and other relevant information for events, including tracking expenses for individual events, arranging payment for supplies and services, following up with vendors, staff and other offices as needed, generating reports on expenditures. Establish, implement, and coordinate procedures to ensure compliance with all university budget regulations and reporting requirements as appropriate for events coordination. Convert foreign currencies into dollars during bid evaluation for comparison purposes.

4. Handle special confidential correspondence and domestic and international travel arrangements for Assistant Dean and Admissions officers. In conjunction with these duties, develop and maintain working relationships with a variety of individuals, corporations, or agencies outside Yale University.

5. Provide departmental support and assign staff on other projects and initiatives, , onsite campus visits, telephone, email inbox and training coverage. Train new staff on office procedures, , financial transactions, preparing materials for interviews and campus visit days, and the Yale SOM Admissions Welcome Desk.

6. Respond to admissions inquiries or, when appropriate, direct calls and correspondence to appropriate parties, based on independent determination. Maintain confidential files for admissions officers.

7. On a regular basis, serve as principal source of information about admissions events to applicants, students, staff, faculty, and alumni. Lead a team of C&T staff to plan the prospective student interview schedule, room layout, and provide the admissions officer traveling with the required information needed while on remote location to facilitate the interviews.

8. With expert knowledge, serve as source of information on admissions policies, procedures, and SOM academic and extracurricular programs to inquiries, applicants, admitted applicants, and new enrollees.

9. Provide support to admissions officers for admissions and other relevant activities.

10. Participates in other high-volume admissions office activities as required.

11. Perform additional functions incidental to activities in the Admissions Office to maintain the highest level of support. Serve as member of the Admissions Team and provide back-up support as needed.

The Essential Duties are generic in nature; the information contained in this Position Focus is most relevant to this position.

Dept / Section URL

Essential Duties

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.

Required Skill / Ability 1 :

Ability to work with a variety of computer applications. Proficient in spreadsheet software. Intermediate to Advanced proficiency with Microsoft Outlook, Word, Excel in Windows environment, and Outlook (Calendar).

Required Skill / Ability 2 :

Exceptional interpersonal skills and strong oral and written communication skills. Candidates are strongly encouraged to provide a cover letter. Ability to react and adapt to changing situations appropriately. Team player with ability to represent the school well in working collegially with peers and colleagues within and outside the University.

Required Skill / Ability 3 :

Prior proficiency in an administrative support role. Strong independent judgment and capacity to take initiative in a “multi-tasking” environment with minimal supervision. Very strong detail orientation.

Required Skill / Ability 4 :

Ability to relate comfortably and knowledgeably with a wide range of individuals in high-level academic and / or professional positions. Absolute discretion with confidential information and materials.

Required Skill / Ability 5 :

Ability to distribute assignments to other C&T staff and to provide guidance and oversight in the completion of this work. Ability to adapt to changing work environment and responsibilities and work successfully in a fast-paced environment.

Preferred Education, Experience and Skills :

Prior Yale University or other experience in academic or corporate environment, or in admissions office, database experience. Experience with A / V equipment. Bachelor's degree. Experience with Mail Merges in Microsoft Word.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

Drug Screen

Health Screening

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.

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.