Project Coordinator

24-May-2024

Yale School of the Environment - Environmental Leadership & Training Initiative

88164BR

University Job Title

Senior Administrative Assistant

Bargaining Unit

L34 - Local 34 (Yale Union Group)

If Fixed Duration, Period

3 years from date of hire

If Fixed Duration, is continuation possible?

Yes

Other Fixed Duration Date

30-Jun-2027

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Administration, Research Res Support

Total # of hours to be worked:

37.5

Work Week

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

Work Location

Central Campus

Worksite Address

301 Prospect Street
New Haven, CT 06511

Position Focus:

Join the friendly and inclusive community of faculty, staff, postdocs, postgrads, and students working together at the Yale School of the Environment (YSE) to advance its mission to address the world’s most critical environmental challenges. The Environmental Leadership & Training Initiative (ELTI) is one of the Centers, Programs, and Initiatives (CPI’s) of The Forest School at the Yale School of the Environment (YSE). ELTI was launched in 2006 as an interdisciplinary initiative focused on developing the capacity of landholders, practitioners, and decision makers to conserve and restore tropical forest landscapes. ELTI’s capacity development model includes immersive field courses in tropical countries implemented with local partners, a world renowned global online training program administered from YSE, and a leadership program to support alumni to apply and share the knowledge they learned. The ELTI team is comprised of between 10-15 members, many of whom are Yale-based staff members while others are program affiliates based with a network of local partners in the tropics. 

The position of Program Coordinator reports to ELTI’s Program Operations Manager and the Executive Director (ED) and works closely with ELTI’s staff, field affiliates, associated faculty, and international partners. This position will provide high level administrative support, coordinate, establish, and implement office procedures and systems, assist other staff members with their administrative activities, and ensure the smooth functioning of these programs through problem solving skills and communication skills.

Primary job responsibilities include:

Performing administrative, program, and office activities including, but not limited to, making travel arrangements, managing IT needs, determining logistical needs for lectures, seminars, and conferences, and hosting visitors.

Establishing, implementing, and coordinating payments, including services agreements and contracts, purchases for the Directors Office, and procurement procedures to ensure compliance with University and Sponsor policies and procedures by staff members.

Developing tables and appendices for program reports and formatting all program documents.

Supporting updating needs of the ELTI websites, creating e-Newsletters, and updating and printing program materials.

Ensuring smooth office workflow by maintaining and inventorying supplies, scheduling and coordinating meetings, such as staff and annual meetings.

Assisting in e-newsletter, social media sites, photos, and graphic design work.

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:

Exceptional attention to detail and organizational skills with the ability to multitask and manage multiple processes simultaneously.

Required Skill/Ability 2:

Exceptional planning skills with the ability to communicate clearly both verbally and in writing. Demonstrated travel arrangement and meeting/event planning experience.

Required Skill/Ability 3:

Ability to take initiative and be a self-starter.

Required Skill/Ability 4:

Ability to work effectively with an array of people from multiple backgrounds and cultures.

Required Skill/Ability 5:

Demonstrated to be highly proficient with Microsoft Word, Excel, and PowerPoint and have excellent writing skills.

Preferred Education, Experience and Skills:

Proven experience in Workday.

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.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines

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.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, 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