Program Coordinator, YSPH

The Firearm Injury Prevention (FIP) Team at the Yale School of Public Health (YSPH) is dedicated to advancing innovative, interdisciplinary research that prevents firearm-related injury and death. The Program Coordinator will serve as the operational and administrative hub of the FIP Team, reporting to the Executive Director, and provides comprehensive administrative, operational, and programmatic support for the Team's research, training, policy, and community engagement activities.

Responsibilities

Coordinate the day-to-day administrative operations of the Team, including pre-award support for Center-based grants; Create agendas, take meeting notes, and manage meeting task follow-up; Manage complex calendars and scheduling for the Executive Director and other leadership; Coordinate domestic and international travel arrangements and prepare travel reimbursements for outside speakers; Process purchasing requests, invoices, honoraria, consultant payments, reimbursements, and other financial transactions; Maintain organized electronic files, records, and shared resources; Serve as administrative liaison with Yale departments including Finance, Information Technology, Communications, Procurement, and Facilities; Maintain and update the Team website; Support the creation and dissemination of quarterly newsletters, annual reports, research summaries, and communication materials; Manage Team mailing lists, contact databases, and communication platforms; Coordinate logistics for Team meetings, seminar series, workshops, conferences, webinars, advisory board meetings, and special events; Support logistics for educational programming for graduate students, fellows, trainees, and visiting scholars; Coordinate communications and meetings with healthcare organizations, community partners, governmental agencies, and other external stakeholders; Support advisory committees, working groups, and community engagement activities; Assist Center leadership with budget monitoring, purchasing, and financial reporting; Track operational expenditures and assist with annual planning activities; Oversee and coordinate program activities and administrative procedures; Prepare budget drafts based on existing budgets; Compose substantive correspondence and written material; Oversee, instruct, and coordinate activities of support staff; Ensure compliance with University, Federal, and State guidelines, rules, and regulations

Requirements

Demonstrated ability to manage multiple complex priorities while maintaining exceptional attention to detail; Time management skills and ability to work well under pressure; Excellent written, verbal, organizational, and interpersonal communication skills; Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Zoom, Canva, Microsoft Teams, and other office technologies; Ability to work independently while collaborating effectively within a multidisciplinary academic, team environment; Demonstrated professionalism, discretion, sound judgment, and commitment to outstanding customer service; 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 or no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education

Nice to have

Proven experience supporting academic research programs, centers, or institutes and with working within a research-intensive institution; Proven experience coordinating conferences, seminars, workshops, or large-scale meetings; Proven experience maintaining websites, newsletters, and research dissemination materials