KI Project Manager

The Project Manager role at the University of Virginia's Karsh Institute of Democracy will perform a wide variety of functions to support Karsh Institute activities and programs. The Karsh Institute is a pan-university institute in the Office of the Executive Vice President and Provost. Working in coordination with the Karsh Institute team, the project manager will help faculty, post-doctoral fellows, graduate and undergraduate students and partners develop, manage, and execute initiatives associated with the work of the Karsh Institute. The manager will coordinate with Karsh staff on fiscal administration, communications, event planning, and other administrative functions. This role reports to the Karsh Institute's Director of Research.

The Karsh Institute is dedicated to a future in which democracy's aspirations and reality are aligned . We work to understand, defend, and invigorate the institutions, practices, and cultural underpinnings that are the foundations of democracy. Through all our work-robust interdisciplinary scholarship, research and teaching, and vibrant programs and partnerships designed to engage the public and influence policy agendas-we are shaping a thriving democratic future.

The Project Manager will support the Digital Technology for Democracy (DTD) Lab, Karsh Institute Working Groups, and other special projects and initiatives as assigned.

• The Digital Technology for Democracy Lab is a pan-university program spanning various schools and units across UVA. The Lab explores how rapidly evolving digital technologies can challenge, but also fortify democratic institutions and practices. The Lab seeks to support faculty research and create collaborations and exchange between academia and thought-leaders, technologists, policy makers, activists, civil society organizations, artists, designers, and others, taking a transdisciplinary and global approach.
  
• The Karsh Institute Working Groups address contemporary or enduring challenges to democracy, broadly understood . The working groups are directed by faculty leads or co-leads and often bring together faculty and students from different schools and units. They primarily support through meetings, workshops and other activities, the development of collaborations and activities at UVA around shared themes or issues and across areas and disciplines .
  
• The Karsh Institute's special initiatives and activities include our public engagement lecture series.
  

Responsibilities

Project Management:

Post-doctoral fellows program with the DTD Lab

• Gain familiarity with the scope of the Digital Technology for Democracy Lab.
  
• Build and execute a Post-Doctoral Fellows Program for DTD; the fellows program will eventually host a full cohort of 14 post-doctoral fellows.
  
• Develop a timeline for the full cycle of the fellowship process, managing the search with HR and faculty members, and the hiring phases, including working with UVA's International Studies Office on visas for fellows.
  
• Plan and execute information sessions for prospective fellows and orientations for fellows when they arrive at UVA.
  
• Coordinate the work of fellows and lab faculty, helping fellows develop workshops and identify opportunities for collaboration with other faculty, groups, and units at UVA .
  
• Develop and assist with the tracking and evaluation of the fellows program, including surveying fellows to assess the mentorship component of the post-doctoral fellows program; tracking research publications, conference presentations and public scholarship of post-doctoral fellows; tracking the career impact of the post-doctoral fellowship regarding career placement following the fellowship; and assessing the impact of events with post-doctoral fellows.
  

Working Groups

• Manage the application and selection cycle for call for proposals for working groups, including the committee evaluation process.
  
• Working with the Karsh Institute's finance team, communicate award information and policies with selected working group leads and unit administrators.
  
• Manage existing and or new working groups' budgets, providing them with periodic updates on their spending and remaining amounts.
  
• Coordinate with the Karsh communications team on communications questions, needs or opportunities related to working group activities.
  
• Plan and manage an annual in-person meeting check in with all working groups leads for updates on activities and help co-leads with year-end reporting.
  

Event Coordination and Execution

DTD:

• Help plan and coordinate post-doctoral workshops during the academic year, held either at the DTD Lab's Kardinal Hall location or the Karsh Institute/Bond House.
  
• Set up and run the event Webinars for the virtual Co-opting AI series
  
• Collaborate with faculty to ensure post-doctoral involvement in the Lab's broader Technology & Democracy Exchange programming.
  
• In coordination with the Senior Finance Generalist and Event Planner, track that procurement and purchasing procedures are followed, vendor contracts are paid, and speaker honorarium and guest reimbursements are issued .
  

Working Groups:

• Help with working group reservations of the Bond House and related day-of needs of working group events or meetings in the Bond House space, e.g., AV needs, room arrangement for meetings or events held in the Bond House.
  

Lecture Series:

• Work with faculty partners and relevant Karsh staff to coordinate speakers and write event memos and run of shows for Karsh Institute special lecture series, Touchstones of Democracy, Social and Indigenous Political Thought, and Lee Lecture.
  

Operations and Administration

• Manage the Kardinal Hall office location for the DTD Lab:
  
• Develop a calendaring and office reservation system for office use for Zooms and other private meetings, including working with other entities occupying the space on shared spaces such as conference rooms and a shared office.
  
• Manage the access to the space for post-docs and other guests.
  
• Manage ITS needs in the space for post-docs.
  
• Identify computing needs of the post-docs and work with the Karsh operations team to arrange purchases of laptops for each post-doctoral fellow for their two-year appointment.
  
• Work with HR to onboard all new post-docs and facilitate their onboarding with the Karsh Institute.
  

General Responsibilities

• Facilitate communications, event planning, financial transactions, and human resources needs of post-doctoral fellows and working groups in coordination with the Democracy Labs Event Planner, Senior Program Manager, Senior Finance Generalist, Associate Director of Marketing and Content, and others on the communications and programming teams.
  
• Ensure that the faculty Director of the DTD Lab and the Director of Research and other key stakeholders are aware of the status of initiatives and any barriers to deliverables or successful outcomes.
  
• Gain familiarity with the range of UVA and KIOD policies and procedures to provide both timely and accurate guidance to faculty and other partners on the kind of support KIOD provides aligned with those policies and procedures, including on financial transactions, event planning and execution, and communications and marketing, among other activities
  
• Ensure that the work of the DTD Lab, Karsh Institute Working Groups, and other special projects and initiatives comply with UVA and KIOD organizational policies and procedures .
  
• In addition to the above job responsibilities, other duties may be assigned.
  

Anticipated Hiring Range: $75,000 to $80,000, commensurate with experience.

Minimum Requirements

• Education: Bachelor's degree
  
• Experience: Two years of experience. Relevant experience may be considered in lieu of a degree.
  
• Demonstrated proficiency in Microsoft Office applications, including a willingness to become proficient in Microsoft OneDrive and Teams .
  
• Experience in an academic environment and knowledge of academic faculty culture and norms.
  
• Demonstrated project management experience.
  
• Demonstrated ability to manage multiple projects in a complex and evolving organizational environment.
  
• Experience building constituency lists and managing outreach (via the Communications teams) to targeted constituencies.
  

Preferred Experience

• Experience with developing and using Qualtrics surveys or other survey tools.
  

Position Expectations

• Attention to detail and excellent organizational and planning skills, with an ability to prioritize tasks, follow up and track details and communicate task progress .
  
• Exhibit a professional and positive demeanor and effective communication and relationship building with diverse groups of individuals and organizations.
  
• Work independently to creatively solve problems within a fast-paced environment.
  
• Strong verbal and written communication skills.
  
• Proactively provide updates and develop processes and systems to ensure operational continuity and transparent access to documents and communications.
  
• Develop and execute information retention processes, including documents, emails, and decisions.
  
• Demonstrate professional judgment regarding when to ask questions and seek help from team members and faculty partners .
  
• Anticipate lab needs and proactively take initiative to ensure lab progress.
  
• Work cooperatively with diverse groups of individuals and organizations to achieve shared objectives.
  
• Value diverse experiences, styles, backgrounds, and perspectives with a demonstrated awareness of diverse cultural norms.
  
• Use a collegial mindset while executing and explaining UVA and KIOD policies and procedures with staff, faculty, and other partners.
  

This positio n is Hybrid lo cated in Charlottesville, VA .

This position is a restricted position a nd is dependent upon project need, availability of funding and performance. This is an Exempt level, benefited position. For more information on the benefits at UVA, visit www. hr.virginia.edu/benefits. This position will remain open until filled. Review of applicants will beg in July 22, 2024 . This positio n will not s p onsor applicants for work visas. The University will perform background checks on all new hires prior to employment

To Apply:

External applicants please apply through our job board at https://jobs.virginia.edu/us/en/job/R0062939 /KI-Project-Manager .

Internal applicants must apply through their UVA Workday profile by searching 'Find Jobs', and then search 'R0062939'. Complete an application online with the following documents:

• CV or Resume
  
• Cover letter
  

Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration. References will be completed via UVA's standardized process Skill Survey. A total of five references will be requested via SkillSurvey during the final phase of the interview process.

For questions about the application process, please contact Jon Freeman , Recruiting Specialist, at jf2sw @virginia.edu

For more information about UVA and the Charlottesville community please see http://www.virginia.edu/life/charlottesville and https://embarkcva.com/.

The University of Virginia, i ncluding the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician's Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex, pregnancy, sexual orientation, veteran or military status, and family medical or genetic information.