Program Coordinator_HAI Industry Programs

Description:
HAI Industry Programs, Program Coordinator
The  Institute for 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.
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 at . The team is based in the Gates (353 Jane  Way) on s main campus.

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 coordinators 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 directors 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 combination of education and relevant experience.

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.
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.
Location Address: 353 Jane  Way,  CA 94305
Remote/onsite/hybrid:Hybrid
Duration of project (start and end date October 1, 2026 (The candidate may start earlier if we identify and finalize the candidate sooner.)
Appointment Duration: 6-month appointment
Full time or part time: Full time
Number of hours per week: 40 hours
Shift timing/schedule: 8am-5pm (3 days on campus)
Will the resource be working with minors No