Scientific Program Coordinator - AI Plus Institute

Location: Albany, NY Category: Promotional Posted On: Fri Oct 24 2025 Job Description:

The Scientific Program Coordinator (SPC) at University at Albany's AI Plus Institute assists the Director and staff with the daily operation of the unit while facilitating the collaborative research enterprise of both internal and external stakeholders.

At present, the UAlbany hosts six (6) separate yet interdependent centers dedicated to the advancement of artificial intelligence under the institution-wide AI Plus Initiative:

1. The AI Plus Institute
2. The Center for Emerging AI Systems
3. The AI & Society Research Center
4. The AI & Society College
5. The Global Center for AI in Mental Health
6. The Center for Biophotonic Technology and Artificial Intelligence

In addition, UAlbany boasts more than 150 faculty conducting research, pursuing grant activity, and participating in multiple curricular and degree-granting programs in artificial intelligence across myriad disciplines and departments.

The SPC will play a central role in supporting the day-to-day operations, research coordination, and strategic initiatives of the AI Plus Institute; this includes providing logistical, organizational and programmatic support to faculty and research teams affiliated with AI Plus. The SPC will also serve as a liaison to the other AI-related units and initiatives - including the AI & Society research Center and the Center for Emerging AI Systems, facilitating coordination, communication, and shared planning where appropriate.

The position includes responsibility for the planning and administration of research programs and academic initiatives, including scheduling, space and resource coordination, event execution, communications, and documentation. The role requires attention to operational details and the ability to build systems that support long-term success.

The position requires strong organizational skills, comfort working across disciplinary boundaries, and the ability to track multiple moving parts in a fast-paced and evolving research environment.

The SCP will systemize the research enterprise pursued by the several artificial intelligence research centers at the University at Albany, coordinate the grant activity produced thereby, and liase with the many AI research centers across the SUNY system.

Primary Responsibilities:

• Research Team Coordination: Research Team includes AI Institute and associated research center staff and research students. Support the daily operation of the unit, including hiring process for team members and their salaries. Coordinate onboarding, ensure alignment with university HR protocols, and maintain records and processes to support long-term staffing continuity and performance.

• External Research Program Coordination: Facilitate research team attendance and dissemination of AI research in external events such as conferences and expos. Oversee logistics, budgets, and timelines for external engagement. Represent the Institute in SUNY and national research networks as appropriate.

• Internal Research Event Management: Serve as lead coordinator with the institute and associated research centers in hosting internal research and demonstration events. Facilitate the regular meeting and reporting of the seven AI Plus Faculty Research Groups. Manage communications, participant and partner coordination, scheduling, and post-event follow-up and documentation. Coordinate with Events, Communications and Marketing and Advancement teams as appropriate.

• Research Resource Management: Initiate and coordinate support for procuring the necessary resources for research activities, such as computing and other related equipment. Oversee inventory and coordinate procurement, contracting, and reimbursement processes in alignment with State and Research Foundation policies. Ensure timely submission of required forms, accurate documentation, and budget tracking across multiple funding streams.

• Institute and Research Centers Coordination: Serve as a liaison for the directors and staff to facilitate the coordinated functioning of the institute and the research centers. Develop agendas for standing meetings based on near- and long-term cross-functional needs. Oversee follow-up and execution of collaborative action items identified during standing meetings and manage cross-institute reporting. Maintain budget records for joint initiatives. Document evolving strategic initiatives and coordinate communication with internal and external stakeholders.

Functional and Supervisory Relationships:

• Reports to AI Plus Director

Job Requirements:

• Excellent communication skills, including the ability to draft and manage professional correspondence, reports, and collaborative materials.
• Outstanding organizational skills and attention to detail, with demonstrated experience coordinating complex, multi-stakeholder initiatives.
• Comfortable collaborating with multidisciplinary teams and external stakeholders, including academic, industry, and government partners.
• Demonstrated ability to prioritize critical objectives while managing multiple projects, timelines, and administrative processes.

Job Requirements:

Minimum Qualifications:

• Bachelor's degree in any field from a college or University accredited by the US Department of Education or internationally recognized accrediting organization
• 2-3 years of professional experience in areas such as event coordination, communication, and project management
• 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:

• Familiarity with the administration of research programs, including budgeting, compliance, and procurement.
• Ability to support strategic planning and the development of scalable tracking and project management systems and infrastructure
• Experience working in a university or comparable institutional setting.
• Experience with budgeting, purchasing, and/or human resources policies and processes

Working Environment:

• Typical office environment with standard equipment and workstations
• Regular email and in-person interaction with faculty, staff, students, and external partners
• Occasional evening or weekend hours for events or grant deadlines
• Some remote or hybrid work flexibility in accordance with SUNY 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: Scientific Program Coordinator SL3, $60,000 - $65,000

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.

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Please apply online via http://albany.interviewexchange.com/candapply.jsp?JOBID=194180