Program Coordinator, MGAIC

Position Overview

Under general supervision, the Program Coordinator performs a broad range of administrative, operational, and program coordination duties in support of the MIT Generative AI Impact Consortium (MGAIC). The position provides day-to-day coordination across student engagement activities, events, communications, data tracking, and routine financial processes. This role requires the ability to anticipate needs, manage multiple priorities, and apply established policies and procedures to support the effective operation of a high-profile academic consortium .

Principal Duties and Responsibilities (Essential Functions*)

Administrative and Program Coordination (50%)

• Coordinate and perform operational and administrative activities in support of MGAIC programs and initiatives, including UROP and SuperUROP participation.
• Serve as a resource to students, faculty, and internal stakeholders regarding MGAIC-related processes and activities.
• Maintain project information, databases, and tracking tools to support program execution and reporting.
• Implement and monitor program plans. Plans, organizes, and prioritizes activities and processes to ensure successful and timely completion.
• Draft, format, and distribute routine communications, documents, and materials.
• Fulfill data requests, compile data and analyze findings, and prepare summaries, reports, and documentation as needed.
• Audit, organize, and maintain electronic and shared files, records, and documentation systems.
• Apply established policies and procedures to resolve routine issues and escalate complex matters as appropriate.

Events and Administrative Operations (30%)

• Assist with planning and execution of MGAIC events, including the annual symposium, industry information sessions, faculty–industry meetings, student career events, and joint student showcases.
• Support event logistics, including scheduling, space coordination, preparation of materials, communications, and on-site assistance.
• Create, update, and maintain MGAIC project records and internal project-management databases.
• Draft routine communications to faculty, students, and industry members for review by senior staff.
• Fulfill internal and external data requests by compiling, verifying, and organizing information.
• Prioritizes activities to ensure successful and timely completion.
• Audit, organize, and maintain shared files, records, and documentation systems.

Budget and Financial Coordination (20%)

• Support operational aspects of MGAIC project finances under direction of senior staff.
• Support student engagement activities, including assisting with student appointments and participation.
• Monitor and track routine financial transactions, purchases, and reimbursements in accordance with established procedures.
• Assist with operational processes related to program resources and tools.
• Maintain organized financial and administrative documentation for reconciliation and reporting.

Other duties as needed or required.

Supervision Received

Reports to the Senior Program Manager. Receives general supervision with defined objectives and guidelines, exercising independent judgment in carrying out assigned responsibilities.

Supervision Exercised

None. May coordinate the work of student employees or temporary staff as assigned.

Qualifications and Skills

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• Bachelor’s degree required.
• Minimum of two years of administrative, program coordination, or related experience.
• Demonstrated organizational and time-management skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills.
• Proficiency with standard office and collaboration tools.
• Ability to work occasional evenings or weekends as required.
• Deals with confidential information and/or issues using discretion and judgment.

PREFERRED EDUCATION AND EXPERIENCE:

• Experience in an academic, research, or program-based environment.
• Familiarity with administrative systems and procedures.
• Experience supporting events, student programs, or multi-stakeholder initiatives.

** To comply with regulations by the American with Disabilities Act (ADA), the principal duties in job descriptions must be essential to the job. To identify essential functions, focus on the purpose and the result of the duties rather than the manner in which they are performed. The following definition applies: a job function is essential if removal of that function would fundamentally change the job.