Program Coordinator, YSPH Communications & Marketing

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Overview

Reporting to the Chief Communications and Marketing Officer (CCMO) at the Yale School of Public Health, the Program Coordinator provides high-quality operational support for the Office of Communications and Marketing and as needed, for YSPH faculty and staff. This role is central to the smooth functioning of a fast-moving, creative team and coordinates the systems, processes, and logistics that allow the office to do its best work.

Duties & Responsibilities

Communications Systems & Digital Operations

• Own day-to-day management of Yale Message, YSPH's primary email communications platform, including message creation, template development, mailing list maintenance, access requests, and deployment across internal and external audiences.

• Maintain and update YSPH's internal and external communications mailing lists and create new lists as needed.

• Monitor and update YSPH listservs as needed.

• Monitor the YSPH news queue and approve or publish stories to the website.

• Monitor the YSPH events calendar and approve events for online publication.

• Provide ad hoc website support as needed.

Project & Team Coordination

• Track communications projects in project management system, deadlines, and deliverables to ensure priorities remain visible and on schedule across the office.

• Maintain shared drive organization for team archives and collaborative tools including Wrike.

• Other duties as assigned.

Financial & Administrative Operations

• Prepare and process expense reports, reimbursements, bids, requisitions, and invoices in accordance with Yale financial policies.

• Maintain accurate product and materials inventory and coordinate distribution.

• Provide scheduling and calendar management for the CCMO and the broader team, including management of complex, multi-stakeholder calendars.

• Coordinate departmental logistics including room reservations, supply and equipment orders, facilities work orders, and IT coordination.

• Provide PowerPoint presentation support for team and leadership as needed.

• Support planning and execution of team meetings and events.

Required Skills and Abilities

1. Ability to manage time and priorities.

2. Efficiency in the Microsoft Office Suite.

3. Highly developed customer service skills, strong problem-solving and organizational abilities, and the professional judgment to work with minimal supervision in a fast-paced environment.

4. Excellent written and verbal communication skills — including grammar, proofreading, and attention to detail with the ability to multitask effectively across shifting priorities.

5. Proven ability to take initiative are expected in this role.

Preferred Skills and Abilities

1. Familiarity with Yale systems including Workday, Expenses, Travel, and Yale Message is strongly preferred.

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 dut