AI Initiatives Program Coordinator

About the role

The Program Coordinator supports the partnerships and programs of Newman University's AI Initiatives. Reporting to the Dean for AI & Emerging Technologies, this role is responsible for executing partner communications, coordinating program logistics, supporting cohort delivery, and maintaining operational systems that ensure efficiency and responsiveness.

Responsibilities

• Cook up day-to-day program and partnership workflows, including scheduling, meeting preparation, follow-up, and task tracking
• Support partnership development through outreach, communication, and guiding prospects through established processes
• Maintain accurate and organized records across CRM systems, pipelines, and partner documentation
• Prepare polished materials such as proposals, briefing packets, reports, and partner communications using approved templates
• Cook up delivery of cohorts, workshops, and events, including logistics, communication, and post-program follow-up
• Manage scheduling, materials, and coordination needs for faculty, fellows, and external contributors
• Track timelines, deliverables, and issues across projects, escalating risks or sensitive matters appropriately
• Represent the Institute in meetings and community settings in a professional, relationship-support capacity
• Contribute to reporting, compliance activities, and broader university initiatives as needed

Requirements

Bachelor’s degree required; master’s degree preferred

Experience in program coordination, operations, community engagement, or similar work

Strong organizational skills with the ability to manage multiple projects, deadlines, and communications simultaneously

Clear, professional communication skills across written and verbal formats

Experience with CRM systems, spreadsheets, scheduling tools, and document preparation

Able to produce high-quality, polished materials and reports

Sound judgment in following processes, working independently, and escalating complex or sensitive issues

Qualifications

Commitment to the University’s Catholic mission, values, and service to the common good

Skills

Excellent interpersonal and communication skills

Proficiency in Microsoft Office Suite

Ability to manage multiple tasks and prioritize effectively

Strong attention to detail

Benefits

Medical, Dental, and Vision Insurance

403(b) Retirement Plan

Paid Time Off (PTO)

Approximately 20 paid holidays/breaks

Tuition Waiver for employee, spouse, and eligible dependents after one year of employment

Additional benefits to support your health, financial security, and work-life balance