"Research and Program Coordinator - AI & Society Research Center - University at Albany"

Job Description

The Senior Research and Program Coordinator is a central member of the AI & Society Research Center team, providing senior-level coordination, research development support, and operational infrastructure that enables the Center's interdisciplinary research, programming, and public-facing initiatives. Working closely with the Director and Associate Directors, the Coordinator supports research and programmatic activity by translating strategic priorities into organized workflows, timelines, and deliverables.

The position serves as a primary point of coordination across research teams, University offices, and external partners, supporting proposal development and post-award activity through the coordination of submission processes, preparation of structured materials, tracking of requirements and deadlines, and support for reporting and compliance. The coordinator maintains systems for monitoring progress toward programmatic and strategic goals and supports evaluation, documentation, and continuous improvement efforts.

In addition, the coordinator supports major Center programs and initiatives, including large-scale, multi-campus efforts such as the AI Plus Collaborative Research Experience (AI Plus CoRE), which involve coordination across campuses, partners, and stakeholders. The role also contributes to Center communications and events that strengthen visibility and engagement across campus and beyond. This position requires a high degree of independence, judgment, and organizational skill within established priorities and reporting structures and plays a critical role in ensuring the effective and compliant operation of the Center.

Primary Responsibilities:

• Research Development & Funding Coordination
• Coordinate research groups, fellowship programs, and proposal development activities in partnership with Center leadership, supporting interdisciplinary collaboration and consistent workflows.
• Develop and maintain tools, summaries, dashboards, and tracking systems to support proposal planning, research dissemination, progress monitoring, and reporting.
• Work independently and in collaboration with University support offices (e.g., Corporate and Foundation Relations and the Office of the Vice President for Research and Economic Development) to identify, monitor, and synthesize funding opportunities aligned with Center priorities, including reviewing RFPs, summarizing requirements and fit considerations, tracking deadlines, and communicating opportunities to Center leadership and affiliated faculty.
• Support Center leadership and faculty PIs throughout the proposal development process by organizing planning meetings, coordinating inputs, preparing background and administrative materials, assembling required components, and facilitating submission workflows.
• Maintain proposal and project tracking systems for upcoming submissions, awarded projects, and reporting requirements.
• Track post-award reporting deadlines and assist with the preparation and coordination of sponsor-required reports.
• Support monitoring and evaluation activities by organizing data, tracking outputs and outcomes, and preparing structured materials for internal review and external reporting.
• Assist Center leadership and affiliated faculty with the coordination of research teams, preparation of planning documents and concept materials, and support for proposal-related drafting and content preparation under PI direction.
• Funded Program Management, Monitoring & Evaluation
• Coordinate internal workflows, timelines, and deliverables for Center programs and initiatives.
• Develop and maintain monitoring and evaluation systems to track program progress, outputs, and outcomes.
• Monitor and maintain progress on ongoing programs, including the AI & Society Fellows program and the AI Plus Collaborative Research Experience (AI Plus CoRE).
• Support cross-campus and multi-partner coordination for consortium-based initiatives, including documentation, communication, and tracking of deliverables.
• Track and report on progress toward annual and strategic goals.
• Collect, organize, and maintain metrics, outputs, accomplishments, and research outcomes.
• Assist with drafting internal reports, sponsor-required reports, and annual reviews.
• Maintain accurate, compliant records of program activities and administrative processes.
• Support the Director and Associate Directors with research-related operations, including scheduling, purchasing, reimbursements, and document management.
• Events, Communications & External Engagement
• Support the planning and execution of research-related events, including seminars, symposia, workshops, and visiting scholar programs.
• Coordinate event logistics (scheduling, venues, travel, lodging, reimbursements, catering, materials, and day-of support), with assistance from Graduate Assistants as appropriate.
• Oversee external communications, including website updates, newsletters, announcements, and event promotions, to support Center visibility and research dissemination.
• Prepare materials and provide coordination support for director and leadership engagements with partners, funders, and public audiences.
• Support coordination with external and inter-campus partners on joint programs and co-sponsored events.
• Document internal and public programming through summaries, communications materials, and event reports.

Functional and Supervisory Relationships:

• Reports to: Associate Director
• Supervises: One or more Graduate Assistants
• Collaborates with: Center Director, affiliated faculty, research fellows, University offices, and external partners

Job Requirements:

Minimum Qualifications:

• Bachelor's degree from a college or university accredited by the U.S. Department of Education or an internationally recognized accrediting organization.
• Two or more years of experience in project or grant management, program evaluation, academic program administration, research support, communications, or a related field.
• Strong written and verbal communication skills.
• Demonstrated organizational skills and ability to manage multiple priorities and deadlines.
• Ability to work independently, take initiative, and exercise sound professional judgment.
• Experience with office software, digital collaboration platforms, and project tracking tools.
• Demonstrated ability to work effectively with individuals from diverse backgrounds and contribute to an inclusive environment.
• Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community
• Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging relative to their role

Preferred Qualifications:

• Advanced graduate training or equivalent experience in research-intensive or academic environments.
• Experience with research administration, grant development, sponsored programs support, or academic program management.
• Experience supporting monitoring and evaluation of large-scale programs or initiatives.
• Familiarity with topics related to artificial intelligence, ethics, technology policy, humanities, or social sciences.
• Ability to synthesize information, maintain structured records, and prepare clear reports and summaries.

Working Environment:

• Occasional evening or weekend hours may be required to support major events or deadlines.
• Periodic travel may be necessary.
• Some remote work may be possible under SUNY telecommuting policy.

Additional Information:

This is a promotional opportunity for current UAlbany employees.

Eligibility for Consideration:

• You must be employed at the University at Albany campus.
• You must be in a State-funded UUP professional position (MC employees are not eligible).
• You must have a permanent, term, or probationary appointment. Only temporary employees employed by UAlbany for three or more consecutive years can be considered eligible.

For details concerning the University's Promotion Policy for Professional Employees, please see HR Memorandum 88-4.

Professional Rank and Salary Grade: Senior Staff Assistant, SL3, $57,151 - $62,000.

Special Note: Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements. Additionally, please note that UAlbany is not an E-Verify employer.

Please apply online via http://albany.interviewexchange.com/candapply.jsp?JOBID=196889