AI Hub Admin​/Ops Coordinator

About the Job

Title:

AI Hub Administrative & Operations Coordinator

Job code: 8208A2 (Administrative Associate
2)

Employee Group:
Civil Service

Full/Part Time (FTE):
Full time (1 FTE)

Pay Rate: $65,000 - $74,006.40 ($31.25/hr - $35.58/hr)

About the Job:

The AI Hub at the University of Minnesota is seeking a highly proactive, dynamic, and exceptionally organized Administrative & Operations Coordinator. This position serves as the operational engine of the AI Hub, providing comprehensive executive support to the Vice Provost for AI while acting as a critical administrative bridge for the core operational team (Managing Director, Project Management, Communications, and Events).

The ideal candidate thrives in a fast-paced environment, excels at filling operational gaps, and can navigate complex, multi-campus, and cross-collegiate scheduling networks.

This position reports directly to the AI Hub Managing Director.

Location and Work environment:
This position is hybrid (work profile 2 or
3), with a campus work location in Johnston Hall.

This position is not eligible for H-1B visa sponsorship

Primary Responsibilities:

Executive Support & High-Complexity Calendar Management (40%)

● Vice Provost Support:
Serve as the primary gatekeeper and manager for the Vice Provost for AI's complex calendar. Strategically prioritize, triage, and optimize their schedule, balancing internal leadership meetings, external partnerships, and institutional priorities.

● Complex Committee Scheduling:
Strategically navigate intricate cross-collegiate and multi-campus scheduling barriers to organize high-level governance, steering, and advisory committee meetings.

● Travel & Logistics:
Coordinate travel arrangements and seamlessly manage expense tracking and reimbursements for the Vice Provost and senior leadership.

● Leadership Meeting Logistics:
Secure and book physical and virtual meeting spaces, ensuring all materials preparation, AV needs, and catering are seamlessly handled.

● Committee Administration:
Support committee meetings by drafting strategic agendas, distributing prep materials, taking precise minutes, and tracking action-item accountability.

Cross-Functional Operations & CRM Support (60%)

● Program & Event Registration (DORS):
Own the setup, management, and tracking of participant registrations within the University's DORS (Departmental Online Registration System) platform for various AI Hub events, workshops, and educational programs.

● Stakeholder Management (Salesforce):
Provide administrative support for external and internal stakeholders by updating, maintaining, and leveraging Salesforce CRM data to track engagement, partnerships, and institute outreach.

● Project Management & Reporting Support:
Assist the Project Manager and Managing Director by organizing operational files and gathering cross-functional data to draft and distribute standard operational and progress reports.

● Events Coordination Support:
Partner with the Events Director to execute logistics for major initiatives, academic workshops, conferences, and seminars.

● Central Hub Stewardship:
Serve as the primary operational connector for the AI Hub. Proactively monitor internal workflows, anticipate needs, and establish lightweight administrative systems to streamline daily work for the leadership team.

● Onboarding Support:
Maintain key documents for organization policies and standard procedures, serving as the lead operational onboarding resource for new staff and rotating student interns.

● Other administrative and operational duties as assigned.

Qualifications

Required Qualifications:

● Bachelor's degree and at least two (2) years of high-level administrative experience (or a combination of education and experience totaling six (6) years).

● Proven experience managing complex calendars and logistics for executive or senior-level leadership.

● Demonstrated proficiency navigating complex, matrixed institutional environments (such as higher education, academic research health systems, or corporate enterprise networks).

● Exceptional written and verbal communication skills, with a track record of interacting diplomatically with high-profile internal and external…