Head of Programming, Conferences, and Events

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.

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.

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