AI-CLIMATE Program Coordinator

Program Coordinator, AI-CLIMATE Institute
Location: Minneapolis-St. Paul, MN. Hybrid and/or Remote availability.

Position Overview:
The AI-CLIMATE Institute at the University of Minnesota is seeking an experienced and organized Program Coordinator to provide comprehensive administrative and
programmatic support. This role will support the Institute's leadership team, faculty, and research efforts, while also managing day-to-day administrative operations. The Program Coordinator will work closely with the Executive Director, Program Manager, and research thrusts to ensure efficient operations, event coordination, and project management. This is a part-time (25%) position with opportunities for high-level administrative responsibilities and direct involvement in strategic initiatives.

Primary Duties:
1. Administrative Support (30%)
• Provide direct support to the AI-CLIMATE leadership team and faculty.
• Manage schedules, organize files, and handle correspondence for the Executive Director and Program Manager.
• Schedule meetings and manage calendars, including anticipating and resolving scheduling conflicts.
• Process reimbursements, track finances, and organize travel for faculty and leadership.
• Maintain and update academic and research documents (e.g., CVs, NSF/USDA-NIFA Biosketches for future awards).
• Format and submit manuscripts, abstracts, and reports to academic journals and conferences.

2. Event Planning and Coordination (25%)
• Assist in the planning and execution of institute events, workshops, and conferences.
• Manage venue booking, logistics, attendee communication, and ensure smooth execution of events.
• Collaborate with team members to ensure adherence to event timelines and logistics.
• Coordinate institute meetings, including scheduling, preparing agendas, and distributing materials.

3. Division Operations & Compliance (25%)
• Serve as a subject matter expert on University policies, procedures, and applications.
• Provide recommendations for improving administrative processes and operational efficiencies.
• Ensure compliance with relevant University, partner University, and AI- CLIMATE policies and procedures.
• Assist with onboarding and offboarding of administrative staff and faculty.

4. Research Thrust & Collaboration Support (10%)
• Provide administrative assistance to research thrusts (Collaboration
Network, Education & Workforce Development, etc.).
• Assist with communication, documentation, and coordination of activities
related to research.
• Support collaborative initiatives with internal and external partners,
including industry groups and research institutions.

5. Training and Team Development (10%)
• Lead onboarding and offboarding processes for new staff, faculty, and researchers.
• Encourage team development by seeking out and recommending training opportunities for administrative staff.

6. Special Projects (Flexible)
• Assist with special projects as assigned, providing backup to other administrative staff (aka. Program Manager and Exec Director) when needed.
• Collaborate with research and administrative teams to align on strategic goals and initiatives.

Qualifications

Required Qualifications:
• BA/BS degree or a combination of related education and work experience to equal at least four years.
• Proven experience providing administrative support to high-level professionals or executives.
• Strong project management, analytical, and problem-solving skills.
• Ability to build and maintain cross-functional relationships in a fast-paced environment.
• Proficiency in MS Office applications (Word, PowerPoint, Outlook, Excel).
• Excellent verbal and written communication skills, with strong interpersonal capabilities.

Preferred Qualifications:
• Experience in higher education, program management, or event management.
• Familiarity with climate-smart agriculture, forestry, and AI applications.
• Prior University of Minnesota work experience.
• Experience managing teams and working with complex administrative operations.
• Ability to work independently with minimal supervision and adapt to changing priorities.
• Experience with handling confidential information.

About the Department

The AI-CLIMATE Institute aims to advance foundational artificial intelligence (AI) by incorporating knowledge from agriculture and forestry sciences and developing transformative approaches for using Ag and Forestry practices to adapt and mitigate climate effects while improving rural economies. https://cse.umn.edu/aiclimate

How To Apply

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

About the U of M

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America’s Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).