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Program Operations Coordinator

Company: Yale University
Location: New Haven
Posted on: May 13, 2022

Job Description:

Yale University offers exciting opportunities for achievement and growth in New Haven, Connecticut. Conveniently located between Boston and New York, New Haven is the creative capital of Connecticut with cultural resources that include three major museums, a critically-acclaimed repertory theater, state-of-the-art concert hall, and world-renowned schools of Architecture, Art, Drama, and Music.

Position Focus:
The Yale/Yale New Haven Hospital Center for Outcomes Research and Evaluation (CORE) is a leading national outcomes research center dedicated to transforming healthcare for the betterment of people and society by leveraging data, analytics, and technology. We have assembled a talented, multidisciplinary group who are committed to developing solutions to the practical needs of medicine and healthcare. Our organization combines the highest academic ideals with a pragmatic approach that emphasizes the production of useful knowledge. We are distinguished by our creativity, dedication, experience, and skills - and our commitment to having our work make a tangible difference to patients, the public, and society. For additional information on CORE, please visit our website: www.medicine.yale.edu/core.
Under the direction of the Manager, CORE Research Support, and exercising wide latitude to exercise independent judgment and initiative, the CORE Program Operations Coordinator is responsible for the oversight of the daily operations of the Center for Outcomes Research and Evaluation (CORE). The Program Operations Coordinator will coordinate the administrative and technical operations of CORE. This will include the day-to-day administrative operations, oversight and coordination of personnel onboarding and offboarding, management and implementation of departmental policies and procedures, program communications, liaising with a variety of university departments, providing personnel support and guidance, providing general meeting support as needed, and coordinating the process of securing goods and services through Yale University from external vendors and suppliers. The Program Operations Coordinator will also work closely with program leadership to maintain and improve program functions.
Incumbent responsibilities will include:
Policies and Procedures: Create and maintain Standard Operating Policies and Procedures (SOPs) that provide guidance to CORE faculty, staff, scholars and students on administrative policies. Regularly assist with updating CORE policies and procedures. Update departmental documents as necessary.
Data Security and Confidentiality: Assess department adherence to policies and procedures including data security and confidentiality. Includes the quarterly audit of data access approvals, data access approvals for newly hired staff, and annual data security compliance.
Personnel Coordination: Personnel on boarding and off boarding tasks, manage employee Access database, and provide regular support to program personnel.
Procurement Coordination: Prepare supplier setup requests, supplier invoice requests, requisitions, and Professional Services and Consulting Agreements (PSCAs); orders department supplies; and support vendor and supplier queries.
Financial Support: Process Faculty Yale Purchasing Card expenses; monitor and reconcile financial data related to contract tracking, monitoring and deliverables; provides other support as needed.
Program Communication: Coordinate and lead the editing and maintenance of department website, brochure and monthly department newsletter.
General Program Support: Meeting support that includes scheduling and coordinating meetings, preparing meeting materials, and facilitating meetings as needed.

Required Education and Experience:
Bachelor's degree in related field and three years of experience or an equivalent combination of education and experience.
Demonstrated excellent organizational ability and time management skills. Ability to meet deadlines withing a high-volume environment.
Strong communication skills, the ability to communicate effectively and diplomatically in written and verbal forms with internal and external contacts, faculty, and staff.
Superior computer skills including proficiency in Microsoft Word, Outlook, Excel, and PowerPoint. Proven ability to design spreadsheets and graphics and willingness to learn new technologies.
Well-developed interpersonal skills and ability to form strong working relationships with faculty, staff, and other stakeholders. Takes ownership of providing superior customer services.
Well-developed problem-solving skills. Proficient in framing an issue, identifying and evaluating potential solutions, and seeing issue through to resolution.

Preferred Education, Experience, and Skills:
Bachelor's degree. Experience working with confidential information, coordinating, and preparing SOPs, and web maintenance experience. Special skills desired include proficiency with project management tools to track timelines, resource utilization and expenditures. Demonstrated ability to be flexible with change and ability to function at a high level of organization and prioritization combined with strong attention to detail and accuracy. Ability to problem solve and work independently with minimal supervision. Proven commitment to continuous quality improvement. Advanced Adobe Acrobat and MS Office skills. Proven ability to learn to new skills/techniques and quickly integrate them into polished deliverables.

- 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.

Keywords: Yale University, New Haven , Program Operations Coordinator, Other , New Haven, Connecticut

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