Program Coordinator

TALENT Software Services; Palo Alto (CA); Hybrid; USD 52,000 - 76,000; Full time

Job summary

Human-Centered Artificial Intelligence (HAI) seeks a temporary Program Coordinator to support the industry programs team’s efforts, meetings, and portfolio.

Working with the Director of Industry Programs, the coordinator will manage day-to-day operations across a dynamic portfolio of events and programs that support scholars, fellows, students, industry partners, and visitors—coordinating logistics, communications, and administrative support.

Qualifications

• Education: High school diploma or equivalent and six years of administrative experience.
• Experience in hybrid academic-industry environments and fast-paced settings.
• Strong written and verbal communication with diverse stakeholders.
• Flexible and adaptable; able to adjust priorities and work independently.
• Onsite days: Tuesday and Wednesday; third onsite day varies by business needs.

Responsibilities

• Coordinate logistics for meetings, visits, workshops, and events including scheduling and on-site logistics.
• Draft documents and correspondence for presentations, grants, conferences, seminars, and reports; conduct research and fact-checking.
• Maintain content in unit documents, displays, reports, brochures, social media, and websites.
• Assist with other unit and coordinator workshops and program-specific events during peak periods.
• Monitor attendance, manage mailing lists, track program status changes, and serve as a primary contact for director communications.
• Provide administrative support for industry researchers, coordinating with relevant departments as needed.
• Manage purchasing cards, purchase orders, travel reimbursements, and track across programs/events.
• Track program funding and participation by fiscal year; liaise with finance to resolve funding, billing, and compliance matters.
• Oversee office supplies, shared space, and day-to-day operational needs; manage calendars and travel for leadership.

Skills

Strong written and verbal comms

Education

High school diploma

Job description

The Human-Centered Artificial Intelligence (HAI) seeks a temporary Program Coordinator to support the industry programs team's efforts, meetings, and portfolio. Working closely with the Director of Industry Programs, the coordinator will manage day-to-day program operations across a dynamic, fast-paced portfolio of events, meetings, and programs that support scholars, fellows, and students - as well as industry partners and visitors -- coordinating logistics, communications, and administrative support.

The Human-Centered Artificial Intelligence (HAI) seeks a temporary Program Coordinator to support the industry programs team's efforts, meetings, and portfolio. Working closely with the Director of Industry Programs, the coordinator will manage day-to-day program operations across a dynamic, fast-paced portfolio of events, meetings, and programs that support scholars, fellows, and students - as well as industry partners and visitors -- coordinating logistics, communications, and administrative support.

This full-time, 6-month hybrid position (40 hours/week) has an on-site anchor day on Tuesdays and is at least three days a week on campus. It offers an excellent opportunity to gain hands‑on experience in program and event management.

Core Duties

• Program & Event:
  • Coordinate logistics for meetings, delegation/visits, workshops, and special events, including scheduling, space reservations, onboarding, catering, calendar invitations, virtual meeting setup, and on‑site logistics.
  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial research, editing, and fact‑checking.
  • Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
  • Assist with other unit and/or coordinator's workshops and program-specific events during peak programming periods.
• Industry Affiliate Engagement:
  • Monitor attendance and participation, manage mailing lists, track program status changes, and serve as a primary point of contact for the director's communications and follow‑up.
  • Provide administrative and logistical support for industry research collaborators on an as‑needed basis, including coordination with relevant departments and personnel.
• Finance & Purchasing:
  • Manage purchasing cards, purchase orders, travel reimbursements, and track these across multiple programs/events.
  • Track program funding and participation by fiscal year and liaise with the finance team and/or other program coordinators to resolve funding, billing, and compliance matters.
• Operations:
  • Oversee office supplies, shared space, and day-to-day operational needs.
  • Manage calendars and travel for leadership, and support internal data management and tracking projects.

Requirements

Minimum Requirements

• Education & Experience: High school diploma or equivalent and six years of administrative experience, or a combination of education and relevant experience.
• Experience working in a similar hybrid academic‑industry environment and being comfortable working in a fast‑paced, evolving setting.
• Strong written and verbal communication skills, with the ability to work effectively with a variety of stakeholders.
• Flexibility and adaptability, including the ability to adjust priorities and respond to changing needs within a growing unit, as well as the ability to work independently, take initiative, and collaborate effectively as part of a team.
• Any preferred days when you need this worker to be onsite? Tuesday and Wednesday. The third onsite day will vary depending on business needs.