Program Coordinator at Yale University in East Pavilion

Program Coordinator

Location: East Pavilion · Hybrid

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Overview

Reporting to the Manager, Residency, Fellowship & Graduate Programs, performs administrative and registrar duties incidental to activities related to residency, fellowship, and graduate programs within the department of Pathology. Coordinates with students, prospective students, faculty, visitors, and staff. Coordinate and collaborate with the House Staff, Graduate Medical, and Medical Staff Offices, registrars in the Yale Biological and Biomedical Sciences (BBS), the Graduate School of Arts and Sciences (GSAS), and other departments. Serves as backup graduate registrar and residency coordinator.

Coordinates activities for fellowship programs. Maintains evaluations through Med-Hub. Ensures accurate and complete information in FRIEDA, NRMP, ACGME, webADS, GME TRACK, Med-Hub and ABPath systems. Plans, coordinates, and organizes meetings and lectures as part of the ACGME requirements. Monitors trainee work hours, vacations and leave of absences in MedHub and didactic attendance. Tracks and prepares appointment and reappointment letters. Ensures trainee compliance with ACGME established policies and procedures. Supports program directors in meeting regulatory requirements. Processes training verification requests. Provides administrative support in preparation for and participates in ACGME-conducted accreditation site visits. Maintains web-based ACGME accreditation surveys. Compiles and submits reports to ACGME and other professional organizations as required. Provides administrative support to program directors, including scheduling of meetings, preparation of agendas, recording and maintaining meeting minutes, development of reports. Assists in administrating faculty and trainee development and recruitment of trainees. Determines administrative, facility, and equipment needs for lectures and conferences. Summarizes and reports findings. Assists with onboarding and departmental and institutional orientation requirements. Assists with the annual graduation event.

Supports the coordination for all activities related to grand rounds. Welcomes, orients, and host visitors to campus. Responsible for specifics of itineraries, travel arrangements, and accommodations. Maintains complex calendars. Schedules and coordinates in person and virtual meetings and appointments in multiple time zones. Collect and processes receipts for reimbursement of travel (domestic and international) to Yale. Coordinates and communicates with internal and external entities to ensure required arrangements are optimally executed. Assists with conducting research and gathering background information for projects, meetings, and events as needed in preparation for determined activities. Formats a variety of material with grammatical and factual accuracy. Uses the University’s electronic systems for expense management, travel booking, and placing orders with vendors. Assists with the coordination of logistics for events, conferences, seminars, and programs held on and off campus. Performs back-up support and additional duties as necessary to maintain the highest level of service and support.

Performs other duties as assigned.

Required Skills and Abilities

1. Demonstrated ability to handle a complex portfolio of work in an intensive multi-tasking environment.

2. Ability to prioritize work, manage multiple tasks, creatively problem-solve, and meet tight deadlines independently and as part of a team. Attention to detail, organized and professional demeanor.

3. Well-developed computer skills; advanced proficiency in Microsoft Excel, PowerPoint, Word, and Outlook. Ability to learn new software systems.

4. Excellent interpersonal and communication skills, both verbal and written; ability to deal effectively with all levels of staff with demonstrated outstanding organizational and customer service skills. Proven ability to draft, edit, and proofread correspondence for content, style, and grammatical accuracy; excellent spelling, grammar, and proofreading skills.

5. Demonstrated ability to maintain confidential information with discretion and professionalism.

Preferred Skills and Abilities

1. Proven experience with Workday preferred.
2. Proven experience working in a medical school, academic, or hospital setting.
3. Proven experience handling travel arrangements.

Principal Responsibilities

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.

Job Posting Date

10/02/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Hourly Range

$31.83

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

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.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

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 position. Employees will be assigned specific job-related duties through their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy 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.