Program Coordinator, AI Initiative

Job description

About the role The Pulitzer Center seeks an organized, mission-driven coordinator to support the growing work of our AI Initiative. As Program Coordinator, AI Initiative, you’ll be at the operational center of one of our most dynamic editorial programs—managing communications, coordinating training programs, supporting grantees and fellows, and helping ensure that our AI-focused journalism and education work runs with precision and purpose. The AI Program Coordinator is a crucial part of the AI Accountability Network with responsibilities for coordinating activities from the AI Spotlight Series, biweekly AI newsletter, grants and fellowships. As the Network is in a period of growth, the Coordinator will work closely with our AI Spotlight Series coordinator, AI editors, and operations team to ensure programs are run effectively and can scale. The Coordinator will work with both internal and external partners across the globe. This is primarily an administrative role requiring good communication, organization and an attention to detail, but we value experimentation and creativity across the team. Responsibilities AI Newsletter Source content for the newsletter by identifying relevant stories and authors from recently published work and soliciting written content Coordinate the production of the bi-weekly AI newsletter, ensuring a smooth editorial workflow by tasks including but not limited to scheduling writers for the topper, setting targets, and tracking metrics. AI Spotlight Series Coordination Support Implement the AI Spotlight Series in collaboration with external contractors to ensure coordination in alignment with Pulitzer process, including overseeing scheduling and event coordination (identifying coaches, sourcing live translators, arranging regional partnerships for promotion, providing technical support, and developing and assessing trainee surveys). Support the AI Spotlight Series consultants with growing our community building initiatives, including promotion and technical support Identify in-person opportunities for coaches to deliver the AI Spotlight Series modules and coordinate the event planning. Manage the application process for training sessions, including reviewing applications and selecting candidates Liaise between the external contractors, including coaches, videographers and others in producing the AI Spotlight Series online curriculum Provide support for ongoing development of the AI Spotlight Series curriculum Coordinate content and design updates to our AI Spotlight Series website Build and maintain dashboards across platforms for metrics including website traffic, etc, to improve and ensure data access for analysis and strategic considerations of usability, accessibility, and reach Liaise with the external web developers and others in support of data analysis as needed Manage the AI Listserv by moderating, writing content, and admin configuration of the platform to support the growth of the AI Listserv and facilitate community Editorial Program (AI) Coordination Process paperwork for approved reporting projects, schedule grantee payments and AI Spotlight Series payments accordingly, book travel insurance, track deliverables, and finalize the project statuses. Support the AI and administrative team members in obtaining and processing grant paperwork from coaches, fellows, and grantees, tracking status against schedules, troubleshooting issues and escalating to relevant teams as needed for all AI programs, including but not limited to the AI Spotlight Series Administer the process of issuing programmatic payments to external partners, fellows, grantees and others by scheduling payments in alignment with legal agreements, setting expectations with payees regarding timelines and documentation requirements, and escalating issues across departments as needed Track impact across our activities and create metrics to help with decision making. Liaise with the Communications team on behalf of the AI Editorial team, to ensure promotion of events, programs, and new resources are effectively communicated to the right audiences and work collaboratively across the two teams Support AI team members with funder communications and reports by providing data, reports, and drafting content Support the participation of AI team members and grantees in affinity conferences, including organizing panels, logistics and travel Support the development of AI products and programming, including the launch of new or special initiatives. General Editorial team support Manage and reply to questions from the editorial email Support admin team members in Editorial admin tasks such as collecting and analyzing grantee demographic data via quarterly surveys. Support website content development by the Communications team and internal website publishing as needed. Provide copywriting support for email and website as needed. Participation in Pulitzer Center culture and values This may include task forces, training sessions, meetings, committees, special projects, organizational events, and any other activities that support the Pulitzer Center. Participate in the planning processes for the organization. Qualifications 5 years of experience supporting administrative and programmatic activities for distributed teams A demonstrated interest in or knowledge of issues connected to tech impact on society, algorithmic accountability, and related issues Experience in or demonstrated interest and understanding of AI in journalism and media The ability to work independently and take initiative Strong organizational and communication skills, handling several projects simultaneously and on time The ability to develop and maintain agile and efficient workflows and systems that support a complex program Cultural awareness and sensitivity to work across nationalities with colleagues and grantees Proficiency speaking one or more of the Pulitzer Center languages plus English (Spanish, Portuguese, Bahasa Indonesia, French). Background in grant administration or payment processing in a nonprofit context The ability to center equity and collaboration in all aspects of the work Familiarity with training coordination, including virtual event logistics and survey analysis Experience building newsletters with community management (listservs, online communities, or similar) Experience working with spreadsheets and tabular data Knowledge of website analytics tools and accessibility best practices Success Metrics Your impact will be measured by: Newsletter Quality & Consistency: Reliable, on-schedule production of the bi-weekly AI newsletter with strong editorial workflow management Training Coordination: Smooth execution of AI Spotlight Series sessions, including logistics, coach scheduling, and participant experience Grants & Payments Accuracy: Timely and error-free processing of grant paperwork, payments, and project documentation Impact Tracking: Development and maintenance of metrics that support program learning and decision-making Stakeholder Communication: Responsiveness and clarity in managing communications with grantees, coaches, trainees, and internal teams Process Improvement: Identification and implementation of workflow enhancements that improve program efficiency Community Growth: Expansion and engagement of the AI Listserv and related community-building initiatives Compensation & Benefits Salary Range : $54,500 - $62,000 annually , commensurate with experience Comprehensive benefits package including health insurance, retirement plan with employer contribution, generous PTO, and professional development support Remote work arrangement with flexibility for work-life balance. This position is fully remote and open to candidates located anywhere in the World. The ideal candidate will be comfortable with regular virtual collaboration, occasional multi-day travel commitments, and flexible scheduling to accommodate partners across time zones. Compensation for US-based employees: Salary range listed above is for US-based employees. Our benefit package includes paid time off (holiday, vacation, parental, and sick), health care coverage (including medical/dental/vision), health savings accounts, 403(b) retirement plan, transit benefit, parental leave, and Life & ADD/LTD/STD Insurance. Equal Opportunity Employer The Pulitzer Center is an equal opportunity employer committed to building a diverse and inclusive team. We strongly encourage applications from people of color, women, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans. We value diverse perspectives and life experiences. Questions? To learn more about our work, visit . The Pulitzer Center on Crisis Reporting is committed to supporting in-depth international journalism and using storytelling to drive public discourse and civic engagement on critical global issues. Join us in shaping how the world engages with the stories that matter most. The Pulitzer Center champions the power of stories to make complex issues relevant and inspire action. We have a bold vision: to be the venue for the world’s most innovative and consequential reporting, with journalism as the key element for mobilizing society through audience engagement strategies. Founded in 2006, the Center is an essential source of support for enterprise reporting in the United States and across the globe. The thousands of journalists and educators who are part of our networks span more than 80 countries. Our work reaches tens of millions of people each year through our news-media partners and an audience-centered strategy of global and regional engagement. We believe that people and communities who actively engage with systemic challenges will find solutions together. By supporting journalists as they conduct in-depth investigations, produce compelling stories, and engage diverse audiences, we create a ripple effect of world-changing impact.