Program Coordinator

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Overview

The Program Coordinator provides advanced administrative, operational, and project coordination for the Cardiovascular Data Science (CarDS) Lab at Yale. Reporting to the Manager of Clinical Research and working in close partnership with the Lab Director, Dr. Rohan Khera, the Coordinator exercises independent judgment and initiative to manage day‑to‑day operations, align activities with program priorities, and ensure efficient, compliant, and well‑coordinated lab functions.

The Coordinator will support artificial intelligence–focused program activities by coordinating logistics and communications across clinical, data science, and engineering teams; assisting with tracking of AI-related projects, deliverables, and milestones; and supporting preparation of materials for reports, grants, and presentations related to AI-enabled research. The Coordinator will also help facilitate IMPACT-AI (a new Yale Department of Internal Medicine initiative to advance capacity building for AI in clinical care) programs and events and ensure smooth operational execution of AI-related initiatives in compliance with institutional and sponsor requirements.

The CarDS lab is a multidisciplinary group of junior faculty, postdoctoral trainees, and graduate and undergraduate students across Yale. We collaborate with informatics, computer science, and statistics groups at Yale and several leading institutions nationally and internationally. We have developed novel tools to measure and improve care quality using data from electronic health records and software solutions for the early diagnosis of cardiovascular disorders. Our research offers unique collaborative opportunities with industry, health systems and health technology partners. For more information, please visit CarDS Lab.

Incumbent responsibilities will include:

• Program Leadership Support: Provide strategic administrative and operational coordination in support of the Director, aligning scheduling, communications, meetings, and travel with program priorities. Coordinate complex calendars and engagements; advise on meeting planning and follow‑ups; and ensure timely execution of action items. Serve as the primary administrative point of contact for the Director, including triaging incoming correspondence, drafting professional communications on the Director’s behalf, preparing briefing materials and background documents for meetings, tracking action items across the Director’s engagements, and coordinating external-facing professional commitments. Support development and coordination of reports, manuscripts, presentations, and related materials, and oversee associated travel, reimbursements, and expense transactions in compliance with Yale policies.

• Program and Event Coordination: Plan and execute logistics for IMPACT‑AI programs and events, including space reservations, catering, registration, audiovisual needs, and communications. Serve as a central liaison among scientific teams, advisory boards, collaborators, and other stakeholders to ensure seamless program delivery.

• Program Operations and Communications: Serve as a primary point of contact for day‑to‑day program operations, responding to internal and external inquiries and facilitating communication across Yale departments and with external partners, vendors, and funding entities. Maintain organized records, shared calendars, and program documentation.

• Personnel and Participant Coordination: Coordinate onboarding and offboarding for faculty, staff, trainees, and students, ensuring completion of required paperwork, system access, and orientations. Provide ongoing administrative support to program personnel and visiting collaborators.

• Financial and Procurement Support: Support program financial operations by preparing supplier setup and invoice requests, requisitions, service agreements, and supply orders; processing Purchasing Card (PCard) transactions; and assisting with basic budget tracking, expense reconciliation, and monitoring of contracts, deliverables, and expenditures.

• Data Tracking and Reporting Support: Maintain program tracking tools (e.g., spreadsheets, databases) related to activities, events, participation, and milestones, and assist with compiling data for internal reporting, grant submissions, and sponsor updates.

• Process Improvement and Compliance: Support continuous improvement of administrative and program workflows, ensuring adherence to institutional policies, sponsor requirements, and best practices; proactively identify and address logistical or coordination challenges.

Required Skills and Abilities

1. Exceptional organizational and time management skills, with the ability to prioritize and meet deadlines in a high-volume environment.

2. Strong written and verbal communication skills, with the ability to interact effectively and diplomatically with faculty, staff, and external partners.

3. Advanced computer proficiency, including Microsoft Word, Outlook, Excel, and PowerPoint.

4. Strong interpersonal skills, with the ability to build collaborative working relationships and a commitment to providing excellent service.

5. Proven problem-solving ability, including framing issues, evaluating options, implementing solutions, and following through to resolution.

Preferred Skills and Abilities

1. Proven experience handling confidential information and coordinating, developing, and maintaining SOPs.

2. Demonstrated ability to manage competing priorities in a fast‑paced environment with strong organizational skills and attention to detail.

3. Proven ability to work independently, resolve problems, and adapt to change. Commitment to continuous quality improvement.

4. Advanced proficiency with Adobe Acrobat and Microsoft Office applications. Ability to quickly learn and effectively apply new systems, tools, and techniques to produce polished, professional deliverables.

5. Demonstrated ability to design spreadsheets and graphics, with a willingness to learn new technologies.

Principal Responsibilities

1. In support of the overall mission, plans, directs and oversees programmatic activities. 2. Develops, implements, and maintains operational policies and procedures. 3. Manages program communications; identifies outreach potential, and promotes philanthropic and collaborative support of the program. 4. Works closely with leadership, internal and external colleagues, and community residents to further develop and implement strategic plans. 5. Identifies, solicits, and cultivates community partnerships and collaborations to assist in the development and growth of the program. 6. Tracks all program activities and regularly informs leadership of progress on each initiative. Recommends structural or programmatic adjustments, changes or additions based on full knowledge of missions, goals, and objectives. Develops metrics to identify and measure the success of the program. 7. Assists in identifying and evaluating potential future funding sources, and contributes to the submission of grants and contracts supporting the program, including the annual submission and writing of all content areas and budgetary sections of grant applications. 8. Develops and manages the program's operating budget. 9. Manages the administrative infrastructure of the program. Manages human resources including staffing and hiring, supervision, performance development, counseling and discipline, if warranted. Oversees and manages information systems, facilities, and space needs. 10. May perform other duties as assigned. Required Education and Experience Bachelor's Degree in a related field and two years of related experience or an equivalent combination of education and experience.

Job Posting Date

09/22/2026

Job Category

Professional

Bargaining Unit

NON

Compensation Grade

Administration & Operations

Compensation Grade Profile

Associate (22)

Salary Range

$61,500.00 - $91,875.00

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

Salary offers are determined by a candidate’s qualifications, experience, skills, and education in relation to the position requirements, along with the role’s grade profile and current internal and external market conditions.

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.