Program Coordinator, Advancement, Yale Art Gallery

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Overview

The Program Coordinator (PC) supports the activities of the Advancement Department at the Yale University Art Gallery.  The Assistant reports to the Director of Advancement and External Affairs and provides a wide range of comprehensive support, including data management and standardized reporting, project support, writing, prospect management, scheduling and travel support, other administrative tasks, and related responsibilities. The Program Coordinator offers additional support to the Senior Executive Assistant to the Director.

This role involves routine interaction across the Yale University Art Gallery and with other collecting units’ development teams, along with colleagues in Yale’s Office of Development.  They will serve as a resource to YUAG Advancement colleagues and collaborate on projects related to enhancing fundraising and stewardship for the Gallery.

 

The PC produces reports using Yale’s Blackbaud CRM database (Hopper) and Microsoft Excel; drafts internal and external communications, conforming to the style and voice of the sender; supports donor-facing work through processing of new gifts, drafting proposals, and stewardship reports; conducts research on individuals, corporations, foundations and institutions using office files, donor databases and internet search engines and resources; and researches the history, status, and accuracy of recorded gift commitments and gift acknowledgments as needed.

 

The Program Coordinator is an important member of the Yale University Art Gallery’s Advancement team and contributes to the overall success of multiple fundraising initiatives throughout the Gallery. This position is an ideal opportunity for a flexible, independent, collaborative, and solutions-oriented individual who enjoys a fast-paced working environment.  This position offers many opportunities to gain arts management skills at one of the preeminent museums in the world.

 

Occasional weekend hours required.

A writing sample is required with your application to be considered. Please upload a PDF writing sample as an attachment.

Essential Duties

• Designs and produces reports based on data extracted from primary databases to support fund raising programs;
• Performs constituent data entry and filing. This requires detailed firsthand knowledge of board members and high-level donor information, including financial information. Independent judgment is needed due to the confidential and sensitive nature of this information. Circulates development materials to ensure full knowledge of donor activities by all assigned Gallery and Yale staff; sends group mail/email;
• Inputs, tracks, reports, manages, and analyzes activity related to prospects using the Hopper/Blackbaud CRM database requiring use of Excel formulas, pivot tables, charts and graphs;
• Drafts a variety of written materials, including detailed individual prospect briefings, proposals in support of specific Gallery initiatives and internal and external correspondence;
• Coordinates research on individual donors and the history and status of gift commitments as needed by gift officers and other University officials;
• Ensures the accuracy of gift acknowledgments and all information communicated to donors and prospects;
• Assists in the coordination of special events, including dedications, donor recognition events and celebration of special initiatives to ensure timely and successful completion of the proceedings;
• Coordinates gift acknowledgements to ensure that donors receive ongoing communication regarding the impact of their gifts to Yale along with other stewardship support as requested;
• Serves as key point of contact for the Department of Advancement and as a resource to other units for dissemination of important information;
• Processing gift and gift-in-kind donations;
• Processes Advancement expense reports;
• Trains and coordinates student workers;
• Occasionally assists Visitor Services on processing of memberships, and responds to membership emails and inquiries as needed;
• Responds to phone calls, e-mail and mail from alumni and donors, providing initial response and follow-up to inquiries and issues as needed;
• Serves as secondary liaison to the Gallery Alumni, and assists with group management and newsletters;
• Manage the department calendar and coordination of the Director of External Affairs’ calendar for securing donor and prospect meetings;
• Supports Advancement team in a range of additional activities related to the Gallery’s development effort, as needed.

Required Skills & Abilities

1. Strong communication skills, with special emphasis on advanced writing capabilities and the ability to represent information in a graphical format. A writing sample is required with your initial application to be considered.

2. Ability to manage multiple projects in a fast-paced environment successfully with attention to detail and modeling a high level of integrity. Ability to maintain strict confidentiality. Comfortable with managing a high volume of information and organizing it in a professional and intelligent manner.

3. Possesses technological skills necessary to perform data entry and create various reports and spreadsheets. Proven ability in using Microsoft Office software such as Excel, Word, PowerPoint, Outlook and more. Demonstrated understanding of internet browsers, artificial intelligence platforms and operating systems to carry out various tasks. Comfortable learning new technologies.

4. Demonstrated ability to plan their time and tasks strategically by prioritizing assignments in order of importance and based on the deadline given. Maintains an organized approach to all their work.
5. Commitment to an inclusive workplace. Ability to engage with diverse audiences (age, gender, nationality, race/ethnicity, profession, sexual orientation, etc.).

Preferred Skills and Abilities

1. Experience in a university setting working with sensitive and confidential information.

2. Familiarity with Yale University.

3. Fine arts or art historical background helpful.

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

11/12/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Hourly Range

$31.83

Benefits

A general description of the benefits to be offered with this Clerical and Technical position is available at:

Yale Benefits

Time Type

Full time

Duration Type

Staff

Work Model

On-site

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.