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Yale University
New Haven, CT, United States
27 days ago
Yale University
New Haven, Connecticut, United States
27 days ago

Description

Yale Summer Session Programs Abroad Coordinator

Yale College - CIPE - Study Abroad

68998BR

University Job Title

Senior Administrative Assistant

Bargaining Unit

L34 - Local 34 (Yale Union Group)

Time Type

Full time

Duration Type

Regular

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Work Location

Central Campus

Worksite Address

55 Whitney Avenue
New Haven, CT 06510

Work Week

Standard (M-F equal number of hours per day)

Searchable Job Family

Administration

Total # of hours to be worked:

37.5

Overview:

Yale University is hiring for a Yale Summer Session Programs Abroad Coordinator. Yale Summer Session Programs Abroad are international faculty-led summer programs for Yale credit. The position reports to the Senior Associate Director for Study Abroad and is a member of two units in the Center for International and Professional Experience: Yale Study Abroad and Yale Summer Session. 

The Coordinator manages all logistical aspects of 25+ programs, with particular attention to the financial aspects of running these programs (e.g., budget creation, international payments, and expense reconciliation). The Coordinator also maintains web resources and oversees the application process. While there is some student advising involved, this is primarily an administrative role. No prior experience in education abroad is required.

This position is part of the UNITE HERE Locals 34 and 35 unions and is paid an hourly wage. Applicants should expect to start at the minimum of the salary range for Grade D: $27.56 per hour ($53,742 per year). Hourly rates increase annually each January.

Position Focus:

Reporting to the Senior Associate Director for Study Abroad, the Program Coordinator will assist in facilitating all aspects of Yale Summer Session Programs Abroad, Yale’s instructor-led summer international programs. The position is a member of two units in the Center for International and Professional Experience: Yale Study Abroad and Yale Summer Session.

Provides expert organization of program logistics, including staffing, physical spaces, and payments. Manages all aspects of program finances including budget creation, international payments, and instructor expense reconciliation. Ensures adherence to Yale Study Abroad, Yale Summer Session, and Yale University academic, financial, and health and safety policies to maintain program quality. Develops the program roster annually and facilitates program promotion. Informs students of program options through email and web resources and oversees the application process from creation to program departure. Supports instructors with program budgets, programmatic and professional development, and on-site coordination with suppliers of classroom space, housing, and excursions.

As a member of the study abroad and summer session teams, stays current on best practices in the international education field. Coordinates program details for external and internal use, noting nuances based on cultural and governmental practices. Maintains data related to programs abroad and assists in the development and dissemination of quantitative and qualitative reports. Assists in all aspects of maintenance and development for web resources related to Yale Summer Session Programs Abroad. Develops marketing and promotion materials and schedules programs abroad information sessions and pre-departure meetings for students and instructors. Contributes to and executes goals of the Center for International and Professional Experience strategic plan. Supports Yale University’s sustainability strategic plan, the Green Workplace.

Essential Duties

1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems.  Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.   2. Oversees, instructs, and coordinates activities of support staff.  Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.   3. 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.   4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences.  Assembles and arranges for necessary items.  Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.   5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance.  Screens and responds to mail.   6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures.  Composes substantive correspondence and written material.   7. Coordinates travel arrangements.  Schedules and coordinates meetings and appointments.  Orders and maintains inventory of supplies.  Takes minutes or dictation.  Performs additional functions incidental to office activities.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.

Required Skill/Ability 1:

Excellent computer skills, including proficiency in Microsoft Outlook, Word and Excel or comparable software.

Required Skill/Ability 2:

Strong interpersonal communication and analytical skills, and the ability to work independently and creatively as well as part of a team; flexible and cooperative. Ability to represent the Department well in working collegially with peers, colleagues and others within and outside the University.

Required Skill/Ability 3:

Strong organizational skills; ability to multi-task while handling competing priorities, ability to adapt to changing work environment in an expanding program.

Required Skill/Ability 4:

Sensitivity to international and cultural differences, and exceptional attention to detail and accuracy in work; ability to draft correspondence with minimal guidance, excellent math skills.

Required Skill/Ability 5:

Willingness to be trained on University systems as needed and to remain up-to-date with relevant new software and systems.

Drug Screen

No

Health Screening

No

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. Please visit www.yale.edu/hronline/careers/screening/faqs.html for additional information on the background check requirements and process.

COVID-19 Vaccine Requirement

Please note that the university has a COVID-19 vaccination requirement; visit for details. For up-to-date information visit the COVID-19 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.

Affirmative Action Statement:

Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at TitleIX@yale.edu, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: ocr.boston@ed.gov.

Note

Yale University is a tobacco-free campus



Job Information

  • Job ID: 59577498
  • Location:
    New Haven, Connecticut, United States
  • Position Title: Yale Summer Session Programs Abroad Coordinator
  • Company Name: Yale University
  • Industry: Admin/Clerical/Secretarial
  • Job Type: Full-Time
  • Min Education: H.S. Diploma/Equivalent
  • Min Experience: None
  • Required Travel: None
  • Salary: $27.56 (Hourly Wage)
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