Program Coordinator, AI Initiative

Job description

**This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for a Program Coordinator, AI Initiative based in the United States.** This role sits at the operational center of a growing AI-focused editorial and education program. You’ll coordinate newsletters, training programs, grants, fellowships, events, and community initiatives across a global network. The position combines program administration, communications, stakeholder coordination, and data-informed process improvement. You’ll work closely with journalists, editors, educators, grantees, fellows, coaches, contractors, and internal teams across different regions and cultures. Your work will help ensure AI-focused journalism and education programs are delivered accurately, efficiently, and at scale. The environment values strong organization and attention to detail while encouraging experimentation, creativity, equity, and collaboration. This opportunity is ideal for a mission-driven coordinator who enjoys managing complex workflows and contributing to meaningful work at the intersection of AI, journalism, and society. ### Accountabilities - Coordinate the production of a bi-weekly AI newsletter, sourcing relevant stories and contributors, scheduling content, setting production targets, and tracking performance metrics. - Support the delivery of AI-focused training programs by coordinating coaches, contractors, translators, regional partners, technical logistics, applications, participant communications, and post-training surveys. - Manage training applications, support candidate selection, coordinate online curriculum production, and contribute to ongoing curriculum development. - Organize in-person training opportunities and related event logistics, including partnerships, travel, technical support, and promotion. - Maintain AI program websites, coordinate content and design updates, and work with external web developers on analytics, accessibility, usability, and reach. - Build and maintain dashboards and metrics that provide visibility into website performance, program impact, community growth, and other strategic indicators. - Manage the AI community listserv, including moderation, content creation, platform administration, and community-building activities. - Process grant and program paperwork, schedule payments, track deliverables and project status, and troubleshoot administrative issues. - Administer payments to external partners, fellows, grantees, coaches, and other stakeholders while ensuring alignment with agreements, documentation requirements, and established timelines. - Support funder communications and reporting by providing data, preparing reports, and drafting relevant content. - Coordinate conference participation and special events, including panels, logistics, travel, and stakeholder communications. - Partner with Communications and Editorial teams to promote programs, events, resources, and new initiatives to relevant audiences. - Support the development and launch of new AI-focused products, programs, and special initiatives. - Provide broader editorial and administrative support, including responding to inquiries, collecting and analyzing demographic data, publishing website content, and assisting with email and web copywriting. - Contribute to organizational task forces, committees, meetings, training sessions, planning processes, special projects, and other activities that strengthen the wider team and its mission. ## Requirements - Approximately 5 years of experience supporting administrative and programmatic activities for distributed or geographically dispersed teams. - Demonstrated interest in or knowledge of technology’s impact on society, algorithmic accountability, AI, journalism, media, or related issues. - Understanding of or strong demonstrated interest in AI applications within journalism and media. - Proven ability to work independently, take initiative, manage ambiguity, and follow through on multiple priorities. - Excellent organizational and communication skills, with the ability to manage several projects simultaneously while meeting deadlines. - Ability to develop, maintain, and improve agile workflows and systems supporting complex programs. - Strong cultural awareness and sensitivity when working with colleagues, partners, and grantees across nationalities and regions. - Proficiency in English plus one or more relevant languages such as Spanish, Portuguese, Bahasa Indonesia, or French. - Experience with grant administration or payment processing in a nonprofit or mission-driven environment. - Commitment to equity, collaboration, and inclusive practices in day-to-day work. - Familiarity with training coordination, virtual event logistics, and participant survey analysis. - Experience producing newsletters and managing communities through listservs, online communities, or similar platforms. - Knowledge of website analytics tools and accessibility best practices. - Strong attention to detail, responsiveness, sound judgment, and a proactive approach to identifying process improvements. ## Benefits - Annual salary range of **$54,500–$62,000 USD**. - Fully remote position based in the United States. - Opportunity to contribute to impactful work at the intersection of AI, journalism, technology, and public-interest storytelling. - Collaborative environment involving global colleagues, journalists, educators, fellows, grantees, and external partners. - Inclusive workplace committed to diversity, equity, and representation. - Opportunity to support innovative editorial programs, training initiatives, and community-building efforts with international reach.