Assistant Director, Chief AI Officers Initiative

The University of Pennsylvania, a world-renowned leader in education, research, and innovation, is the largest private employer in Philadelphia. This Ivy League institution consistently ranks among the top 10 universities in the U.S. News & World Report survey and offers a unique working environment within the city of Philadelphia.

About the Role

The Assistant Director of the Chief AI Officers Initiative will work closely with the Penn Program on Opinion Research and Election Studies (PORES) and the Robert A. Fox Leadership Program. This role involves day-to-day management of the initiative, including program management, evaluation, logistics, promotion, and collaboration across internal and external stakeholders.

Responsibilities

• Program Operations and Administration:
  • Develop and maintain annual program timelines, schedules, and operational plans.
  • Assist with budget tracking, purchasing, reimbursements, and vendor coordination.
  • Coordinate travel arrangements, lodging, transportation, and reimbursements for visiting AI leaders, speakers, and guests.
  • Organize student travel experiences to partner cities and organizations nationwide.
  • Ensure compliance with university travel policies and risk-management procedures.
• Partner and Executive Engagement:
  • Serve as the primary point of contact for participating Chief AI Officers and organizational partners.
  • Coordinate onboarding, scheduling, and engagement activities for AI leaders.
  • Act as a liaison with University leadership, connecting stakeholders across departments.
  • Facilitate communication between university stakeholders, students, and external partners.
  • Build and maintain relationships with industry, government, and nonprofit AI leaders nationwide.
• Event Planning and Management:
  • Lead planning and execution of approximately eight annual workshops and one signature annual conference.
  • Coordinate event logistics, including venue reservations, contracts, catering, technology needs, registration, and participant communications.
  • Develop event schedules, briefing materials, and timeline documents.
  • Provide on-site event management and support before, during, and after events.
• Student Engagement and Experiential Learning:
  • Support student recruitment, selection, and participation in initiative programs.
  • Coordinate and support student participation in experiential learning opportunities, including workshops, conferences, site visits, and travel-based programs.
  • Develop engagement strategies connecting students with AI leaders, industry partners, and career exploration opportunities.
  • Facilitate networking, mentoring, and professional development activities to enhance student learning and workforce readiness.
  • Collaborate with faculty, university partners, and external organizations to create meaningful, real-world learning experiences.
• Monitor Program:
  • Continuously track initiative activities, deliverables, participation metrics, and outcomes.
  • Maintain initiative database, records, and reporting systems.
  • Track participation and outcomes to assess program impact and support continuous improvement.

Requirements

• Bachelor of Science or Bachelor of Arts, and 1 to 2 years of experience, or an equivalent combination of education and experience.
• Experience coordinating programs, projects, or events involving multiple stakeholders.
• Strong organizational, project management, and communication skills.
• Demonstrated ability to build collaborative relationships with internal and external partners.
• Ability to manage multiple priorities, exercise sound judgment, and work independently.
• Proficiency with Microsoft Office Suite and willingness to travel as needed.

Preferred Qualifications

• Experience supporting executive leaders, student programs, or external partnerships.
• Experience with event planning, travel coordination, and program administration.
• Interest in artificial intelligence, technology, or innovation initiatives.

Benefits

• Health, Life, and Flexible Spending Accounts: Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits. Flexible spending accounts for eligible health care and dependent care expenses.
• Tuition Assistance: Exceptional tuition benefits for you, your spouse, and dependent children at Penn and other institutions.
• Retirement Plans: Generous retirement plans with pre-tax or Roth options and a variety of investment choices through TIAA and Vanguard.
• Time Away from Work: Substantial paid time off for vacations, personal affairs, illness, or family needs.
• Long-Term Care Insurance: Coverage for long-term care services at home, in the community, or in a nursing facility, with favorable terms for new hires.
• Wellness and Work-life Resources: Programs and resources to support health, family, and work-life balance.
• Professional and Personal Development: Access to resources for personal and professional growth.
• University Resources: Access to libraries, athletic facilities, arboretum, art galleries, museums, and cultural/recreational activities.
• Discounts and Special Services: Discounts on arts, entertainment, transportation, mortgages, cellular plans, movie tickets, theme parks, and more.
• Flexible Work Hours: Creative approaches to work hours, locations, and job structures to promote work-life balance.
• Penn Home Ownership Services: Forgivable loans for eligible employees buying a home or residing in West Philadelphia.
• Adoption Assistance: Reimbursement for qualified expenses related to the legal adoption of a child, up to two adoptions per household.

Pay

$58,506.00 - $74,000.00 Annual Rate. Salary offers are based on candidate qualifications, experience, skills, education, and alignment with external market and internal peer data.

Department: School of Arts and Sciences
Location: Philadelphia, Pennsylvania