Coordinator, AI Leaders of Tomorrow

University of Notre Dame•Notre Dame, IN

3d•Onsite

About The Position

The University of Notre Dame is seeking an organized, proactive, and entrepreneurial Program Coordinator for its AI Leaders of Tomorrow program and the broader AI Community of Practice. The program connects student talent with regional industry partners to develop applied artificial intelligence solutions to real-world challenges. It operates within iNDustry Labs under the Office of AI Strategy and Regional Engagement. Reporting directly to the Senior Director for AI & Applied Learning, the coordinator serves as the operational backbone of the program and community. Working with a high degree of independence, the coordinator manages daily administration, digital database systems, cohort logistics, and stakeholder communications, and supports project lifecycles from partner onboarding through publication of public deliverables. The position is limited term, full time, and ends in June 2029. It is fully onsite. Salary is up to $85,000, commensurate with experience.

Requirements

Bachelor's degree minimum.
At least 2 years of professional experience in program coordination, project operations, higher education administration, technical communications, or a related field.
Entrepreneurial mindset and willingness to adapt quickly and try new approaches.
Strong written and oral communication skills for interfacing with undergraduate and graduate students, faculty members, and corporate executives.
Experience in program marketing design and procurement for promotional materials and event assets.
Strong attention to detail and organizational skills to manage multiple project timelines simultaneously.
Ability to exercise sound judgment and maintain confidentiality when handling proprietary corporate data and student records.

Nice To Haves

Experience managing relational databases such as Airtable or CRM systems.
Prior experience coordinating student fellowship programs or applied learning initiatives in higher education.

Responsibilities

Maintain and optimize the Airtable database for company leads, active projects, student pipelines, and partner interaction histories.
Coordinate project kickoff workflows, including non-disclosure agreements, Slack channels, shared drive repositories, and secure data access protocols.
Review and approve student fellow working hours, monitor project budget allocations, and manage program marketing design and procurement.
Independently resolve operational issues across the project lifecycle and maintain standard operating procedure documentation.
Administer the student fellowship application process across diverse academic majors.
Organize and execute orientation sessions and preparatory workshops for incoming student cohorts.
Serve as the primary student contact and coordinate cohort gear procurement, team-building activities, and end-of-term recognition awards.
Compile, edit, and distribute the monthly AI Community of Practice regional newsletter and triage inbound web inquiries.
Update and maintain program website content, including public project listings, student profiles, and partner resources.
Plan and execute partner showcases, technical sessions, and community forums, including venue scheduling, catering, guest logistics, and registration.
Oversee review, approval, and web publication of student project summary videos, case studies, and open-source solution repositories.
Aggregate and analyze program metrics, including student engagement, company productivity outcomes, and faculty involvement, for leadership and grant reporting.
Ensure complete archive handovers of documented technical solutions to industry partners after project completion.