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Project and Operations Coordinator, AI Initiatives
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Full-time, Temporary
high school, bachelor degree
Posted 20h ago
~40 hrs/week
Responsibilities
Provides administrative, clerical, and project management support for the AI Impact Lab and AI Navigator initiatives. Manages event logistics, student recruitment, budget tracking, and project milestones for AI-driven academic projects.
Requirements
Requires a bachelor's degree or a high school diploma with 3-5 years of related administrative experience. Proficiency in MS Office, Google Docs, and web content management systems is essential.
Full job description
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:
Apply from your existing Workday account in the Jobs Hub. Do not apply from this website.
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.
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 time
Note 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 AskHR@wfu.edu or (336) 758-4700.
Related keywords
AI InitiativesAI Impact LabAI NavigatorProject CoordinationAdministrative SupportGenerative AIWorkDayWordPressBudget ManagementEvent LogisticsStudent SupportAcademic EcosystemStakeholder ManagementProject TrackingFinancial ReportingPublic-facing Communications
About Office of Personal and Career Development (OPCD)
Getting you career and life ready.
Office of Personal and Career Development at Wake Forest University.
Industry
Higher Education
Company size
11-50 employees
Headquarters
Winston-Salem, North Carolina
LinkedIn followers
856
The Office of Personal and Career Development is committed to empowering every Wake Forest student to flourish in work and life. Through career coaching, events, workshops, courses, career treks, fairs, self-assessments, and much more, we seek to make sure EVERY Wake Forest student has the tools, resources, information, and most of all a partner to navigate the college-to-career transition.
You may not know exactly where the path from college-to-career may lead, and that’s okay. We’re here to help. Or, you may know exactly what you’d like to do post-graduation, and we can work with you to make sure that plan becomes reality. Either way, you don't need to do it alone.
Offices: 1834 Wake Forest Dr, Winston-Salem, North Carolina 27106, US
Career ServicesEmployer RelationsMentoringAlumni Career ServicesCareer Coachingand College-to-Career Courses
How many Data & Analytics jobs are open in Winston-Salem, NC right now?
There are currently 44 open data & analytics positions in Winston-Salem, NC listed on Clera. New openings are added daily as companies post roles.
Which companies are hiring for Data & Analytics roles in Winston-Salem, NC?
Companies currently hiring include American Addiction Centers, Office of Personal and Career Development (OPCD), Renfro Brands, Allegacy Financial, Inmar Intelligence, among others. Browse the listings above to see every active employer.
Are there remote or hybrid Data & Analytics jobs in Winston-Salem, NC?
Yes — 12 of the 44 open data & analytics positions offer remote or hybrid work (7 remote, 5 hybrid).
How do I apply for Data & Analytics jobs in Winston-Salem, NC?
Each listing links directly to the employer's application page. Apply early — fresh listings get the most recruiter attention in the first two weeks.