AI Hub Admin/Ops Coordinator

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.

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 stakeholders.
* Mastery of modern collaborative tools (e.g., Google Workspace, Microsoft Office) and high comfort with database/scheduling platforms.

Preferred Qualifications:
* Direct experience utilizing DORS (or comparable enterprise-level registration platforms) to coordinate event/program logistics.
* Direct experience utilizing Salesforce (or a similar CRM) to log, track, and manage stakeholder data.
* Prior experience supporting a multi-workstream environment or centralized operations hub in a university or technology-focused setting.
* Proven ability to work with high autonomy, pivot quickly when operational gaps occur, and manage competing priorities from multiple team leaders.

The University of Minnesota AI Hub connects, coordinates, and amplifies AI across research, education, and Industry to drive real world impact - while ensuring responsible, inclusive innovation for Minnesota and beyond.

Pay Range: $31.25/hr-$35.58/hr; depending on education/qualifications/experience

Time Appointment: 100% Time Appointment

Work Profile: This position has the potential to be designated as Work Profiles 2-3:

Profile 2: Regularly Remote. The employee is expected to work in the office at least 3 days per week, typically working 1-2 days remotely.

Profile 3: Mostly Remote. The employee is expected to work in the office 1-2 days per week and working remotely at least 3 days per week.

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

While our salary ranges provide a framework, it is important to note that most of the
time, the initial pay may not reach the maximum of the range. This approach ensures
that compensation reflects the value and unique contributions of each candidate while
maintaining equity within our organization. As part of our commitment to fair and
equitable compensation, please be aware that the salary offered to incoming candidates
will be based on their individual credentials and experience.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment. This position is not eligible for H-1B or green card sponsorship.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.