AI Initiatives Program Coordinator

Occupational Summary
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.
This position plays a key role in advancing the University's initiatives to help individuals and organizations adapt to artificial intelligence in ways that dignify work, strengthen human judgment, expand opportunity, and serve the common good. As an externally facing, execution-focused role, the Program Coordinator helps manage relationships, organize workflows, and ensure prospective and current partners receive timely, professional, and well-coordinated support. Work is carried out within established processes and under the guidance of the Dean.
What You’ll Do

• Coordinate 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
• Coordinate delivery of cohorts, workshops, and events, including logistics, communication, and post-program follow-up
• Support faculty, fellows, and external contributors by managing scheduling, materials, and coordination needs
• 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

• 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
• Ability to produce high-quality, polished materials and reports
• Sound judgment in following processes, working independently, and escalating complex or sensitive issues
• Commitment to the University’s Catholic mission, values, and service to the common good
• Authorization to work in the United States

• Medical, Dental, and Vision Insurance
• 403(b) Retirement Plan
• Paid Time Off (PTO) and 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