HAI Industry Programs, Program Coordinator

The Human-Centered Artificial Intelligence (HAI) seeks a temporary 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.


Education & Experience:

High school diploma or equivalent and six years of administrative experience, or combination of education and relevant experience.

Client exp is preferred
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.



Notes:
Hybrid
Tuesday and Wednesday. The third onsite day will vary depending on business needs.
Number of hours per week: 40 hours
Shift timing/schedule: 8am-5pm (3 days on campus)

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 at the client.