Program Coordinator, AI Initiative

Pulitzer Center

2d•$54,500 - $62,000

About The Position

The Pulitzer Center seeks an organized, mission-driven coordinator to support the growing work of our AI Initiative. As Program Coordinator, AI Initiative, you’ll be at the operational center of one of our most dynamic editorial programs—managing communications, coordinating training programs, supporting grantees and fellows, and helping ensure that our AI-focused journalism and education work runs with precision and purpose. The AI Program Coordinator is a crucial part of the AI Accountability Network with responsibilities for coordinating activities from the AI Spotlight Series, biweekly AI newsletter, grants and fellowships. As the Network is in a period of growth, the Coordinator will work closely with our AI Spotlight Series coordinator, AI editors, and operations team to ensure programs are run effectively and can scale. The Coordinator will work with both internal and external partners across the globe. This is primarily an administrative role requiring good communication, organization and an attention to detail, but we value experimentation and creativity across the team.

Requirements

5 years of experience supporting administrative and programmatic activities for distributed teams
A demonstrated interest in or knowledge of issues connected to tech impact on society, algorithmic accountability, and related issues
Experience in or demonstrated interest and understanding of AI in journalism and media
The ability to work independently and take initiative
Strong organizational and communication skills, handling several projects simultaneously and on time
The ability to develop and maintain agile and efficient workflows and systems that support a complex program
Cultural awareness and sensitivity to work across nationalities with colleagues and grantees
Proficiency speaking one or more of the Pulitzer Center languages plus English (Spanish, Portuguese, Bahasa Indonesia, French).
Background in grant administration or payment processing in a nonprofit context
The ability to center equity and collaboration in all aspects of the work
Familiarity with training coordination, including virtual event logistics and survey analysis
Experience building newsletters with community management (listservs, online communities, or similar)
Knowledge of website analytics tools and accessibility best practices

Responsibilities

Source content for the newsletter by identifying relevant stories and authors from recently published work and soliciting written content
Coordinate the production of the bi-weekly AI newsletter, ensuring a smooth editorial workflow by tasks including but not limited to scheduling writers for the topper, setting targets, and tracking metrics.
Implement the AI Spotlight Series in collaboration with external contractors to ensure coordination in alignment with Pulitzer process, including overseeing scheduling and event coordination (identifying coaches, sourcing live translators, arranging regional partnerships for promotion, providing technical support, and developing and assessing trainee surveys).
Support the AI Spotlight Series consultants with growing our community building initiatives, including promotion and technical support
Identify in-person opportunities for coaches to deliver the AI Spotlight Series modules and coordinate the event planning.
Manage the application process for training sessions, including reviewing applications and selecting candidates
Liaise between the external contractors, including coaches, videographers and others in producing the AI Spotlight Series online curriculum
Provide support for ongoing development of the AI Spotlight Series curriculum
Coordinate content and design updates to our AI Spotlight Series website
Build and maintain dashboards across platforms for metrics including website traffic, etc, to improve and ensure data access for analysis and strategic considerations of usability, accessibility, and reach
Liaise with the external web developers and others in support of data analysis as needed
Manage the AI Listserv by moderating, writing content, and admin configuration of the platform to support the growth of the AI Listserv and facilitate community
Process paperwork for approved reporting projects, schedule grantee payments and AI Spotlight Series payments accordingly, book travel insurance, track deliverables, and finalize the project statuses.
Support the AI and administrative team members in obtaining and processing grant paperwork from coaches, fellows, and grantees, tracking status against schedules, troubleshooting issues and escalating to relevant teams as needed for all AI programs, including but not limited to the AI Spotlight Series
Administer the process of issuing programmatic payments to external partners, fellows, grantees and others by scheduling payments in alignment with legal agreements, setting expectations with payees regarding timelines and documentation requirements, and escalating issues across departments as needed
Track impact across our activities and create metrics to help with decision making.
Liaise with the Communications team on behalf of the AI Editorial team, to ensure promotion of events, programs, and new resources are effectively communicated to the right audiences and work collaboratively across the two teams
Support AI team members with funder communications and reports by providing data, reports, and drafting content
Support the participation of AI team members and grantees in affinity conferences, including organizing panels, logistics and travel
Support the development of AI products and programming, including the launch of new or special initiatives.
Manage and reply to questions from the editorial email
Support admin team members in Editorial admin tasks such as collecting and analyzing grantee demographic data via quarterly surveys.
Support website content development by the Communications team and internal website publishing as needed.
Provide copywriting support for email and website as needed.
Participate in task forces, training sessions, meetings, committees, special projects, organizational events, and any other activities that support the Pulitzer Center.
Participate in the planning processes for the organization.