Assistant Director, Chief AI Officers Initiative

University of Pennsylvania•Philadelphia, PA

7d•$58,506 - $74,000•Onsite

About The Position

The Assistant Director of the new Chief AI Officers Initiative will be responsible for day-to-day management of the initiative, including program management and evaluation. The role will coordinate logistics, promotion and collaboration across internal and external stakeholders. This role will work closely with the Penn Program on Opinion Research and Election Studies (PORES) and Robert A. Fox Leadership Faculty Director and Executive Director. The Robert A. Fox Leadership Program engages and supports Penn undergraduates and recent alumni through research and service fellowships, teaching, advising and service-learning, events and training and partnerships and special projects. The Penn Program on Opinion Research and Election Studies (PORES) is an undergraduate research program committed to high-quality social research in the public interest on issues of national and international importance with a focus on data analytics.

Requirements

Bachelor of Science, Bachelor of Arts, and 1 to 2 years of experience or equivalent combination of education and experience is required.
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.

Nice To Haves

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.

Responsibilities

Develop and maintain annual program timelines, schedules and operational plans.
Assist with budget tracking, purchasing, reimbursements and vendor coordination.
Coordinate travel arrangements and itineraries for visiting AI leaders participating in campus programs.
Manage lodging, transportation, reimbursements and related logistics for speakers and guests.
Organize student travel experience to partner cities and organizations across the country.
Ensure compliance with university travel policies and risk-management procedures.
Serve as a primary point of contact for participating Chief AI Officers and organizational partners.
Coordinate onboarding, scheduling and engagement activities for AI leaders participating in the initiative.
Serve as primary liaison with University leadership, connecting stakeholders across departments to best serve the initiative mission.
Facilitate communication between university stakeholders, students and external partners.
Build and maintain relationships with industry government, and nonprofit AI leaders nationwide.
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.
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 that connect students with AI leaders, industry partners, and career exploration opportunities.
Facilitate networking, mentoring, and professional development activities that enhance student learning and workforce readiness.
Collaborate with faculty, university partners, and external organizations to create meaningful, real-world learning experiences.
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.

Benefits

Excellent healthcare and tuition benefits for employees and their families
Generous retirement benefits
Wide variety of professional development opportunities
Supportive work and family benefits
Wealth of health and wellness programs and resources
Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits
Flexible spending accounts for eligible health care and dependent care expenses with pre-tax dollars
Tuition assistance for employees, spouses, and dependent children at Penn and other institutions
Generous retirement plans (Basic, Matching, and Supplemental) with pre-tax or Roth basis options
Substantial amount of time away from work (vacations, personal affairs, illness, injury, family time)
Long-Term Care Insurance
Wellness and Work-life Resources
Professional and Personal Development resources
Access to a wide range of University resources, cultural and recreational activities
Discounts on arts and entertainment, transportation, mortgages, goods, and services
Flexible Work Hours
Penn Home Ownership Services (forgivable loan for eligible employees)
Adoption Assistance (reimbursement for qualified expenses)