AI Program Coordinator

Fort Lewis College•Durango, CO

2d•$51,000 - $56,500

About The Position

The AI Program Coordinator provides essential operational and administrative support to advance the mission of the Fort Lewis College AI Institute as the hub for artificial intelligence innovation in the Four Corners region. This role combines event coordination, project management, administrative responsibilities and some program development to ensure smooth operations of community engagement initiatives and the AI Incubator program. The coordinator serves as a key liaison in managing day-to-day project tracking, stakeholder communications, marketing, and logistical coordination that enables the Institute to foster innovation, collaboration, and progress in AI applications. Job Description: Job Description Community Engagement & Event Support Coordinate logistics for community workshops, meetups, and other institute-hosted events Manage event setup including room preparation and audio/visual equipment Provide on-site support during events to ensure smooth execution Campus Initiatives & Program Development Maintain the AI Use Case Library showcasing practical applications across disciplines Maintain AI 101 training materials to keep information up to date and develop new content as needed AI Incubator Program Management Serve as the primary point of contact for funded incubator projects Manage the workflows for funded projects with key internal stakeholders Schedule and lead onboarding meetings for all funded applications Coordinate stakeholder communications throughout the project lifecycle Manage Interns Schedule and facilitate regular check-in meetings with Junior AI Analysts Track and monitor Junior AI Analyst work hours and timesheet submissions Coordinate Junior AI Analyst assignments and project allocation Budgeting Track and monitor the AI Institute budget through Workday Monitor spending for AI Institute events, Elevate AI Incubator projects, and general operations Collaborate with the Executive Assistant to the Provost to ensure accurate budget allocations for the AI Institute Contract & Documentation Management Assist in drafting Memorandums of Understanding (MOUs) tailored to specific project requirements Track MOU status progression through all phases: drafted, reviewed, finalized, and signed Initiate and track payments Maintain organized records and documentation systems for all projects Marketing & Content Provide communications staff with key information that aids in the development of content for the institute Coordinate with other personnel on posting content to key channels such as LinkedIn and the institute's website General Support the Director of the AI Institute with various administrative tasks as needed Assist with Institute operations that advance community building and regional partnerships Maintains knowledge and awareness of digital accessibility including the American with Disabilities Act and Section 508 Produces and remediates digitally accessible materials in accordance with FLC standards Perform other duties as assigned

Requirements

Bachelor's degree in any field
2 or more years of experience with project management in any capacity or context
Strong written and verbal communication skills
Self-starter mindset with comfort operating in ambiguous situations
Ability to work independently with minimal supervision and maintain self-motivation
Flexibility to shift focus and adapt priorities as organizational needs evolve
Proficiency with Microsoft Office suite (Word, Excel, PowerPoint, Outlook)
Experience using generative AI tools such as Claude, ChatGPT, Gronk and Perplexity
Enthusiasm for artificial intelligence and commitment to staying current with field developments

Nice To Haves

Proficiency with Mac OS in addition to Windows environments
Experience with project management tools such as Asana, Basecamp, or Trello
Experience with the design tool such as Canva
Previous experience maintaining documentation systems or records

Responsibilities

Coordinate logistics for community workshops, meetups, and other institute-hosted events
Manage event setup including room preparation and audio/visual equipment
Provide on-site support during events to ensure smooth execution
Maintain the AI Use Case Library showcasing practical applications across disciplines
Maintain AI 101 training materials to keep information up to date and develop new content as needed
Serve as the primary point of contact for funded incubator projects
Manage the workflows for funded projects with key internal stakeholders
Schedule and lead onboarding meetings for all funded applications
Coordinate stakeholder communications throughout the project lifecycle
Schedule and facilitate regular check-in meetings with Junior AI Analysts
Track and monitor Junior AI Analyst work hours and timesheet submissions
Coordinate Junior AI Analyst assignments and project allocation
Track and monitor the AI Institute budget through Workday
Monitor spending for AI Institute events, Elevate AI Incubator projects, and general operations
Collaborate with the Executive Assistant to the Provost to ensure accurate budget allocations for the AI Institute
Assist in drafting Memorandums of Understanding (MOUs) tailored to specific project requirements
Track MOU status progression through all phases: drafted, reviewed, finalized, and signed
Initiate and track payments
Maintain organized records and documentation systems for all projects
Provide communications staff with key information that aids in the development of content for the institute
Coordinate with other personnel on posting content to key channels such as LinkedIn and the institute's website
Support the Director of the AI Institute with various administrative tasks as needed
Assist with Institute operations that advance community building and regional partnerships
Maintains knowledge and awareness of digital accessibility including the American with Disabilities Act and Section 508
Produces and remediates digitally accessible materials in accordance with FLC standards
Perform other duties as assigned