Program Coordinator_HAI Industry Programs

Working closely with the Director of Industry Programs, the coordinator will manage day-to-day program operations across a dynamic, fast-paced portfolio of events, meetings, and programs that support scholars, fellows, and students – as well as industry partners and visitors -- coordinating logistics, communications, and administrative support. Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial research editing and fact checking.

Job Description:
Program Coordinator to support the industry programs team efforts, meetings, and portfolio. Working closely with the Director of Industry Programs, the coordinator will manage day-to-day program operations across a dynamic, fast-paced portfolio of events, meetings, and programs that support scholars, fellows, and students – as well as industry partners and visitors -- coordinating logistics, communications, and administrative support.
 
Core Duties:
Program & Event:

• Coordinate logistics for meetings, delegation/visits, workshops and special events including scheduling, space reservations, onboarding, catering, calendar invitations, virtual meeting setup, and on-site logistics.
• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial research editing and fact checking.
• Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
• Assist with other unit and/or coordinator’s workshops, and program-specific events during peak programming periods.

 
Industry Affiliate Engagement:

• Monitor attendance and participation, manage mailing lists, track program status changes, and serve as a primary point of contact for the director’s communications and follow-up.
• Provide administrative and logistical support for industry research collaborators on an as-needed basis, including coordination with relevant departments and personnel.

Finance & Purchasing:

• Manage purchasing cards, purchase orders, travel reimbursements, and track these across multiple programs/events
• Track program funding and participation by fiscal year and liaise with the finance team and/or other program coordinators to resolve funding, billing, and compliance matters.

 
Operations:

• Oversee office supplies, shared space, and day-to-day operational needs.
• Manage calendars and travel for leadership and support internal data management and tracking projects.

 
Requirements: Experience:

• High school diploma or equivalent and six years of administrative experience, or combination of education and relevant experience.
• Experience working in a similar hybrid academic-industry environment and being comfortable working in a fast-paced, evolving setting.
• Strong written and verbal communication skills, with the ability to work effectively with a variety of stakeholders.
• Flexibility and adaptability, including the ability to adjust priorities and respond to changing needs within a growing unit, as well as the ability to work independently, take initiative, and collaborate effectively as part of a team.
• Any preferred days on when you need this worker to be onsite? Tuesday and Wednesday. The third onsite day will vary depending on business needs.