Program Coordinator, Ysph

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Overview

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. We combine rigorous research grounded in community experience to shift how the nation understands, responds to, and prevents the uniquely American epidemic of gun violence. Though our current focus is firearm injury prevention, expansion to include other determinants of life expectancy is likely.

The FIP Team brings together faculty, staff, students, and collaborators from across Yale University and partner organizations to conduct research spanning epidemiology, health policy, implementation science, health equity, violence prevention, and community-engaged research. We work closely with an array of partners to translate evidence into practice and train the current and next generation of firearm injury prevention researchers.

The Program Coordinator will serve as the operational and administrative hub of the FIP Team. Reporting to the Executive Director, this position provides comprehensive administrative, operational, and programmatic support for the Team's expanding portfolio of research, training, policy, and community engagement activities. The successful candidate will be a highly organized, proactive professional who enjoys coordinating complex projects, building relationships, and supporting the FIP Team's work to improve public health.

Center Operations and Administration

• Coordinate the day-to-day administrative operations of the Team, including coordinating support for pre-award on Center based grants. This includes creating agendas, taking meeting notes, and managing meeting task follow-up.
• Manage complex calendars and scheduling for the Executive Director and other leadership, including meetings with faculty, students, collaborators, funders, policymakers, and community partners. This may involve coordinating with groups outside of Yale.
• Determine logistical needs with the leadership team to set annual milestones, develop trackers to ensure FIPI meets the milestones, and monitor milestone achievement. This includes support in making realistic and meaningful milestones.
• Coordinate domestic and international travel arrangements and prepare travel reimbursements in accordance with Yale policies for outside speakers.
• Process purchasing requests, invoices, honoraria, consultant payments, reimbursements, and other financial transactions. This includes independent judgment in organizing activities and making recommendations to leadership on staying in budget.
• Prepare meeting agendas, record meeting minutes, monitor action items, and assist with follow-up on Team priorities. This includes keeping a pulse on emerging issues to help leadership stay up to date.
• Maintain organized electronic files, records, and shared resources to support efficient Team operations. This includes setting up a system to organize many different files.
• Serve as the administrative liaison with Yale departments including Finance, Information Technology, Communications, Procurement, and Facilities. This includes coordinating communications across various platforms.

Communications and Research Dissemination

• Maintain and update the Team website to ensure it reflects the FIP Team's mission, activities, and timely dissemination of research, publications, and educational opportunities. This includes both creating content and receiving content from leadership.
• Support the creation and dissemination of FIP Team's quarterly newsletters, annual reports, research summaries, and other communication materials. This includes creating content as well as sourcing information.
• Assist in the creation of presentations, reports, policy briefs, and dissemination products for academic, governmental, healthcare, and community audiences.
• Manage Team mailing lists, contact databases, and dynamic communication platforms.

Meetings, Events, and Educational Programming

• Coordinate all logistical aspects of Team meetings, seminar series, workshops, conferences, webinars, advisory board meetings, and special events. This will include overseeing room reservations, catering orders, virtual webinar/IT setup, event communication and attendee registration, and maintaining meeting agendas, notes and summaries.
• Support logistics for the educational programming for graduate students, fellows, trainees, and visiting scholars (travel, room reservations, catering, etc.). This includes advertising for events.
• Coordinate meetings with multidisciplinary collaborators across Yale and partner institutions. This includes taking meeting minutes and ensuring follow-up.

Partnership and Community Engagement

• Coordinate communications and meetings with healthcare organizations, community partners, governmental agencies, professional organizations, philanthropic partners, and other external stakeholders.
• Support advisory committees, working groups, and community engagement activities by preparing meeting materials, documenting discussions, and tracking follow-up activities.
• Assist with planning activities that strengthen partnerships throughout Connecticut and across national firearm injury prevention research networks.

Financial and Operational Support

• Assist Center leadership with budget monitoring, purchasing, and financial reporting. Ensuring budget is adhered to by making recommendations and presenting alternatives when necessary.
• Track operational expenditures and assist with annual planning activities. This includes making recommendations on budget size.

Required Skills and Abilities

1. Demonstrated ability to manage multiple complex priorities while maintaining exceptional attention to detail. Time management skills and ability to work well under pressure.

2. Excellent written, verbal, organizational, and interpersonal communication skills.

3. Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Zoom, Canva, Microsoft Teams, and other office technologies.

4. Ability to work independently while collaborating effectively within a multidisciplinary academic, team environment.

5. Demonstrated professionalism, discretion, sound judgment, and commitment to outstanding customer service.

Preferred Skills and Abilities

1. Proven experience supporting academic research programs, centers, or institutes and with working within a research-intensive institution.

2. Proven experience coordinating conferences, seminars, workshops, or large-scale meetings.

3. Proven experience maintaining websites, newsletters, and research dissemination materials.

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 duties as assigned. Required Education and Experience 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.

Job Posting Date

10/14/2026

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 Fixed Duration (Fixed Term)

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.