Project and Operations Coordinator, AI Initiatives

External Applicants: 

Please ensure all required documents are ready to upload before beginning your application, including your resume, cover letter, and any additional materials specified in the job description.

Cover Letter and Supporting Documents:

• Navigate to the "My Experience" application page.

• Locate the "Resume/CV" document upload section at the bottom of the page.

• Use the "Select Files" button to upload your cover letter, resume, and any other required supporting documents. You can select multiple files.

Important Note: The "My Experience" page is the only opportunity to attach your cover letter, resume, and supporting documents. You will not be able to modify your application or add attachments after submission.

Current Employees:

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A cover letter is required for all positions; optional for facilities, campus services, and hospitality roles unless otherwise specified.

Job Description Summary

Working with the Associate Provost for AI Initiatives, the Impact Lab Co-Directors and Program Assistants, the Project Coordinator provides administrative, clerical, and project management support for the AI Impact Lab and AI Navigator initiatives. This role is central to the lab’s mission of building an academic ecosystem of faculty and students dedicated to developing effective and trustworthy AI solutions to address authentic client needs. The coordinator manages the lab's operations and event logistics during a fall semester course and spring semester project phase and supports faculty and student teams in delivering real-world AI projects for external partners and internal university clients. While the Coordinator’s primary responsibilities support the Impact Lab, they also provide general administrative support for the AI Navigator’s delivery of AI education and training developed by activity leaders.
*This is a full time fixed term position running through June 30, 2027.

Job Description

Essential Functions:

Administrative & Logistical Support

• Coordinates planning and logistics for meetings and events in the Impact Lab and Navigator initiatives across multiple stakeholder groups (faculty, students, external partners, internal clients) with overlapping schedules and deliverable deadlines, including arranging meeting spaces, catering, and supplies.
• Engages in professional, helpful, and accurate verbal and written communication with multiple constituencies in support of the Impact Lab’s student recruitment and admissions, client recruitment, and final project delivery and Navigator’s campus activities. 
• Assists with recruitment and organizes student applications for the fall AI Impact Lab course and the spring placement on a student team.  
• Works with Administrative Coordinator in Computer Science to manage course enrollment and schedule.  
• Serves as a point of contact for scheduling and follow up communications for the AI Impact Lab co-directors. 
• Coordinates onboarding, logistics, and resource access for incoming student teams, program assistance, and guest contributors each semester. 
• Organizes and coordinates the Annual AI Impact Lab Student Project Day.
• Compiles and formats program assessment data, survey results, and outcome metrics into reports for co-director review. 
• Establishes and maintains organized digital file systems and shared workspaces to ensure continuity of program records, common contacts, and project history across semesters.

Project Management & Student Support

• Supports Impact Lab faculty, Program Assistants, students, and staff as they develop foundational AI skills and build AI solutions for clients.
• Maintains project tracking systems and milestone schedules across three to four concurrent cross-disciplinary projects, monitoring progress against benchmarks and flagging timeline risks to co-directors. 
• Maintains program project files as well as contact lists for affiliated faculty, guest speakers, and external stakeholders.
• Serves as a point of contact for external partners and internal university clients.

Budget & Financial Management

• Assists the Associate Provost as Navigator Lead and Impact Lab Co-Directors with budget oversight by reviewing, tracking, and approving expenses and performing regular reconciliations and reports to ensure accuracy and compliance.
• Processes the purchase of supplies and equipment, travel reimbursements, invoices, and student awards.
• Assists in budget development for grant applications and future phase expansion.

Communications & Outreach

• Produces and distributes flyers, application forms, and other public-facing communications regarding Impact Lab or Navigator opportunities and events.
• Updates and maintains the program’s website and social media presence to showcase student projects and upcoming engagement opportunities.
• Supports advertising and promotional activities to recruit faculty, students, and clients.

Required Education, Knowledge, Skills, Abilities:

• Bachelor’s degree or high school graduate with 3–5 years of related experience, or an equivalent combination of education and experience.
• Administrative experience required 
• Strong organizational and time management skills, with the ability to multi-task and meet deadlines.
• Proficiency in MS Office, Google Docs, and web content management systems like WordPress.
• Ability to manage sensitive information and maintain confidentiality.
• Demonstrated ability to research and resolve administrative or operational problems.

Preferred Education, Knowledge, Skills, Abilities:

• BA/BS degree strongly preferred.
• Familiarity with generative AI tools
• Familiarity with (or ability to learn) WorkDay software and project management tools.

Accountabilities:

• Provides work direction and problem-solving assistance for student teams and Project Assistants.
• Works with limited supervision.

Physical Requirements:

• Sedentary work primarily involves sitting/standing and communicating with others to exchange information.
• Repeating motions that may include the wrists, hands, and/or fingers.
• Occasional availability to assist with evening or weekend functions.

Environmental Conditions:

• No environmental conditions.

This position is not eligible for sponsorship of non-immigrant or immigrant visa status through Wake Forest University. All eligible applicants are encouraged to apply.

Additional Job Description

Time Type Requirement

Full timeNote to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.  

 

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact [email protected] or (336) 758-4700.