Description
The Human-Centered Artificial Intelligence (HAI) seeks a temporary Program Coordinator to support the industry programs team's 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.
This full-time, 6-month hybrid position (40 hours/week) has an on-site anchor day on Tuesdays and is at least three days a week on campus. It offers an excellent opportunity to gain hands-on experience in program and event management.
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
Minimum Requirements:
- Education & Experience: High school diploma or equivalent and six years of administrative experience, or a 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 when you need this worker to be onsite? Tuesday and Wednesday. The third onsite day will vary depending on business needs.