Coordinator, AI Leaders of Tomorrow

University of Notre Dame; Notre Dame (IN); On-site; USD 77,000 - 94,000; Full time

Job summary

The University of Notre Dame is seeking a Program Coordinator for the AI Leaders of Tomorrow program within iNDustry Labs. You will manage daily administration, cohort logistics, and stakeholder communications to ensure smooth project lifecycles from onboarding to public deliverables.

Reporting to the Senior Director for AI & Applied Learning, you will maintain Airtable databases, coordinate NDA processes, organize orientation, and support partner showcases.

Qualifications

• At least 2 years of professional experience in program coordination, project operations, higher education administration, technical communications, or a related field.
• Entrepreneurial mindset with a willingness to adapt quickly and try new approaches.
• Strong written and oral communication skills suitable 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.
• High attention to detail with proven organizational skills to manage multiple project timelines simultaneously.
• Ability to exercise sound judgment and maintain confidentiality when handling proprietary corporate data and student records.
• 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 Airtable database to track company leads, active projects, student pipelines, and partner interaction histories.
• Coordinate project kickoff workflows, including non‑disclosure agreements, dedicated 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.
• Resolve operational friction points independently across the project lifecycle and maintain standard operating procedure documentation.
• Lead end‑to‑end administration of the student fellowship application process across diverse academic majors.
• Organize and execute comprehensive orientation sessions and preparatory workshops for incoming student cohorts.
• Serve as the primary point of contact for students, coordinating 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, keeping public project listings, student profiles, and partner resources current.
• Plan and execute partner showcases, technical sessions, and community forums, managing venue scheduling, catering, guest logistics, and registration.
• Oversee the review, approval, and web publication workflow for student project summary videos, case studies, and open‑source solution repositories.
• Aggregate and analyze key 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 upon project completion.

Skills

Program coordination

Higher education administration

Communication skills

Project operations

Event planning

Confidentiality

Database management

Tools

Airtable

Job description

• Job Subfamily: Program Delivery & Support - AA030
• Unit: Office of Executive Vice President - 44000
• Job Family: Academic Aff

Company Description

For over 180 years, the University of Notre Dame has been a leading American research university, offering a distinct perspective in higher education. This Catholic institution, based in Notre Dame, Indiana, is driven by a powerful blend of faith and intellectual curiosity, consistently pursuing excellence in education, groundbreaking research, and service to society. Notre Dame fosters a welcoming and vibrant campus where students, faculty, and staff are united in their commitment to creating an inclusive community and making a difference in the world. For individuals passionate about innovation, ethical leadership, and leveraging world‑class facilities and renowned academic programs, Notre Dame provides a dynamic and impactful career path.

Job Description

The University of Notre Dame connects student talent with regional industry partners to deploy applied artificial intelligence solutions that address real‑world challenges. Operating within iNDustry Labs under the Office of AI Strategy and Regional Engagement, the AI Leaders of Tomorrow program and the broader AI Community of Practice bridge academic learning with regional economic vitality.

We are seeking an organized, proactive and entrepreneurial professional to serve as Program Coordinator for the AI Leaders of Tomorrow program. Reporting directly to the Senior Director for AI & Applied Learning, the Program Coordinator serves as the operational backbone of the program and the AI Community of Practice.

In this role, you will manage daily administrative machinery, digital database systems, cohort logistics, and stakeholder communications. Operating with a high degree of independence, you will ensure seamless project lifecycles from initial partner onboarding through public deliverable publication, enabling program leadership and student fellows to focus on technical delivery.

Responsibilities

Program Operations and Systems Administration

• Maintain and optimize the Airtable database to track company leads, active projects, student pipelines, and partner interaction histories.
• Coordinate project kickoff workflows, including non‑disclosure agreements, dedicated 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.
• Resolve operational friction points independently across the project lifecycle and maintain standard operating procedure documentation.

Fellowship and Cohort Management

• Lead end‑to‑end administration of the student fellowship application process across diverse academic majors.
• Organize and execute comprehensive orientation sessions and preparatory workshops for incoming student cohorts.
• Serve as the primary point of contact for students, coordinating cohort gear procurement, team‑building activities, and end‑of‑term recognition awards.

Communications and Event Execution

• Compile, edit, and distribute the monthly AI Community of Practice regional newsletter and triage inbound web inquiries.
• Update and maintain program website content, keeping public project listings, student profiles, and partner resources current.
• Plan and execute partner showcases, technical sessions, and community forums, managing venue scheduling, catering, guest logistics, and registration.

Project Close‑Out and Impact Reporting

• Oversee the review, approval, and web publication workflow for student project summary videos, case studies, and open‑source solution repositories.
• Aggregate and analyze key 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 upon project completion.

Qualifications

• At least 2 years of professional experience in program coordination, project operations, higher education administration, technical communications, or a related field.
• Entrepreneurial mindset with a willingness to adapt quickly and try new approaches.
• Strong written and oral communication skills suitable 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.
• High attention to detail with proven organizational skills to manage multiple project timelines simultaneously.
• Ability to exercise sound judgment and maintain confidentiality when handling proprietary corporate data and student records.
• Experience managing relational databases such as Airtable or CRM systems.
• Prior experience coordinating student fellowship programs or applied learning initiatives in higher education.

Additional Information

• This is a limited term, full time position ending June 2029
• Salary: up to 85K, commensurate with experience.
• Deadline to Apply (subject to change): Sunday, November 22, 2026.
• This is a fully onsite position.

The University ofNotreDameseeks to attract, develop, and retain the highest quality faculty, staff and administration. The University is an Equal Opportunity Employer, and does not discriminate on the basis of race, color, national or ethnic origin, sex, disability, veteran status, genetic information, or age in employment. Moreover,NotreDameprohibits discrimination against veterans or disabled qualified individuals, and complies with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a).Westronglyencourageapplicationsfrom candidates attracted to a university with a Catholic identity.