Program Coordinator, Information Management and Donor Services

Yale University•New Haven, CT

39d•Onsite

About The Position

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community- eligible for opportunities through the New Haven Hiring Initiative or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale! Reporting to the Associate Director, Information Management and Donor Services Initiatives, the Program Coordinator plays a key role in the Information Management and Donor Services (IMDS) team and provides high level project and administrative support for the Senior Director and other senior staff members while collaborating with various other IMDS teammates. In support of the university's fundraising and constituent engagement efforts within the division of Alumni Affairs & Development, the IMDS unit is comprised of three data- and customer service-driven teams: Advancement Systems, Analytics and Data Services, and Gift and Records Services. The responsibilities of the coordinator include: Provide comprehensive project support as it relates to reporting, analysis, and training. This includes data manipulation, and the creation and maintenance of unit documentation on procedures, processes, and training course materials including attendance, research constituent, revenue, and fund information using systems, reports, and office guidelines and files to respond to inquiries, perform data reconciliations, produce reports and documentation, and support project initiatives, draft, format, proofread, and edit communications, presentations, summary reports, agendas, meeting minutes, and other materials as needed. Coordinate the content and create the electronic IMDS unit newsletter utilizing an email marketing platform, serve as a key resource for content updates and access requests for the Alumni Affairs and Development (AA&D) intranet and contribute to enhancements in information access and content management, utilize constituent relationship management database to research donor giving histories and constituent records, generate reports and lists through standard reporting methods and query development, and perform data entry, manage the standard pledge review process in accordance with office guidelines and procedures. Collaborate with IMDS staff and fundraising units throughout the university to ensure timely distribution of reports and receipt of resolutions; coordinate gift adjustments; track and report on outcomes of the review process, serve as a key resource for information on revenue and constituent data, and department policies, procedures, and programs to support inquiries from internal and external constituents and coordinate logistics for trainings, meetings, travel, and events, prepare expense reports, and perform other administrative tasks as needed. The information provided in the next section is generic in nature. Applicants will find the information in this Overview most relevant to the needs of the position.

Requirements

Proficiency with Microsoft Office (including Excel, PowerPoint, Word, Teams and Outlook), and complex databases as well as aptitude/willingness for learning new systems and tools, solid experience handling communications projects and familiarity with tools such as email management software and remote collaboration tools like Zoom.
Excellent verbal and written communication, and data visualization skills. Writing and presentation samples to be requested at time of interview.
Well-developed interpersonal, organizational, analytical and problem-solving skills with strong customer service orientation and attention to detail, ability to take responsibility for own workload.
Ability to prioritize and manage multiple tasks and coordinate steps/resources under deadlines and professionalism, maturity, and ability to effectively work with staff at all levels and maintain strict confidentiality of information.
Commitment to an inclusive workplace.
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.

Nice To Haves

Experience in higher education advancement services or fundraising organization. Experience with Blackbaud CRM (or other fundraising and relationship management systems).

Responsibilities

Oversees and coordinates program activities. Establishes, selects, implements, and coordinates administrative functions, procedures, and systems.
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.
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.
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.
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.
Oversees, instructs, and coordinates activities of support staff.
Ensure compliance with University, Federal, and State guidelines, rules, and regulations.
May perform other duties as assigned.

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