Note: The job is a remote job and is open to candidates in USA. Data & Society is an independent nonprofit research organization focused on the social implications of data-centric technologies. They are seeking a seasoned Project Coordinator for the AI Civics program, responsible for providing operational coordination and support for civic participation initiatives related to AI.
Responsibilities
- Provide day-to-day administrative and logistical support to the AI Civics Program, overseeing its operational calendar, including scheduling meetings with internal team members and external partners
- Drive cross-departmental coordination to ensure project timelines, milestones, and deliverables remain aligned across internal teams
- Monitor the AI Civics program inbox daily, triaging correspondence, flagging time-sensitive items, and ensuring timely follow-through on action items and partner requests
- Coordinate internal team checkpoints and recurring program meetings, preparing agendas, tracking decisions, and following up on next steps
- Maintain and optimize a relationship management tracker to log partner touchpoints, flag outstanding follow-ups, and ensure no partnership goes dormant or unattended
- Lead on scheduling and logistics of co-design workshops, feedback, train-the-trainer sessions, community of practice meetings, and partner convenings
- Lead on operational execution and production for in-person convenings (e.g. booking space, processing honoraria and reimbursements)
- Serve as a responsive point of contact for anchor partner organizations, identifying and proactively meeting coordination needs, centering the priorities of local member groups
- Coordinate a monthly call with academic network partners for support and information sharing
- Assist with communications to AI Civics partner organizations and community of practice, including updates, event announcements, and follow-up summary notes and agreements from convenings
- Provide responsive follow-up to support to partners rolling out AI Civics programming with their own staff and membership
- Assist the AI Civics Program team with preparation for co-design workshops, train-the-trainer sessions and participatory research activities with anchor partner organizations and their local member cohorts
- Support coordination and convening of the academic network of researchers developing closely-related materials
- Maintain the contact database and network infrastructure for AI Civics partners and the Community of Practice within our CRM system, under the guidance of the Network Engagement Manager
- Long-term, help build connectivity between individual partners toward the creation of a national coalition of civic institutions—spanning partner organizations and the AI Civics Community of Practice
- Support the intellectual life of the organization as an active participant in internal programming: actively engaging in talks, participating in seminars or reading groups, and contributing to the development of research and engagement management practices
Skills
- Bachelor's degree required
- 5 plus years' of experience in project management, coordination, community support or closely related areas
- Excellent writing and organizational skills, cross-team communication, and the ability to manage multiple projects simultaneously while setting and meeting required deadlines
- Demonstrated ability to manage complex schedules, coordinate across multiple stakeholders, internal and external, and keep programs running smoothly behind the scenes
- Strong relationship management instincts: proactive about outreach, diligent about follow-through, and skilled at keeping external partnerships nurtured and active
- Excellent written communication and comfort with high-volume email-based stakeholder correspondence
- Highly organized, detail-oriented, and able to manage multiple projects simultaneously while meeting deadlines
- Proactive self-starter and the ability to work independently in a remote environment
- You must be living and authorized to work in the United States; we are unable to sponsor visas
- Familiarity with relationship management tools, project management software (e.g., Salesforce, Mailchimp, Airtable) and standard productivity tools
- Previous experience in technology policy, AI accountability, or the intersection of civic power and emerging technology; equivalent experience considered
Benefits
- A generous benefits package including medical, dental, and vision insurance
- Access to a range of opt-in products and services including additional insurance and 401k management
- Paid time off and paid federal holidays
Company Overview