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The Executive Projects Coordinator is part of the Vanderbilt Lab for Immersive AI Translation (VALIANT) at Vanderbilt University and is a key individual contributor. VALIANT is a fast-paced highly collaborative interdisciplinary research center, and the position requires strong organizational and problem-solving skills, as well as the ability to take responsibility for the success of various tasks and projects. In addition to providing project support to VALIANT’s six core faculty, the Executive Projects Coordinator will play a significant role in the development and maintenance of VALIANT’s internal operations. The ideal candidate will be highly adaptable, detail-oriented, able to manage multiple projects simultaneously, and comfortable in a start-up-like culture. The Executive Projects Coordinator position is an excellent opportunity for a candidate looking to start or build their career in a dynamic intellectual environment, with potential for growth at VALIANT and Vanderbilt.

The Vanderbilt Lab for Immersive AI Translation (VALIANT) is a high-impact initiative that fosters an intellectual community dedicated to applying AI in multidisciplinary fields to spark breakthrough innovation. Here, we’re not just observers of the future; we’re the creators, actively transforming AI on a global scale through an agile, responsive approach to the challenges of today and tomorrow.

Duties and Responsibilities

• Manage multi-stage projects with workplans, deadlines, and deliverables.

• Establish systems, procedures, and processes to ensure the smooth functioning of the center.

• Assist with programs, including VALIANT’s summer school, AI Day, VALIANT AI Salons, and other events throughout the year.

• Support the preparation and management of grants.

• Create presentations, reports, summaries, briefings, and other written materials.

• Support the Senior Project Manager in the maintenance of financial records and reports.

• Assist with communications, including promoting VALIANT on social media, revising website, drafting emails, and creating brochures.

• Help facilitate community programs and outreach.

• Help maintain student records and prepare reports.

• Provide support to VALIANT’s core faculty, including:

• Procurement of services, supplies, and equipment, according to university purchasing policies and guidelines.

• Travel coordination and reimbursement. o Meeting scheduling and logistics, including communications with staff, planning and distribution of agenda, and conference room set up.

• Coordination of travel for guests and visitors.

• Maintenance of a record of all VALIANT faculty publications.

• Develop and maintain relationships with other VU departments and entities, as necessary to reduce faculty administrative burdens and obligations.

• Provide support for the AI Scholars and AI Fellows program.

Qualifications

• A bachelor’s degree is preferred. However, work experience can be used in lieu of degree.

• At least one year of relevant experience is preferred.

• Strong written and oral communication skills are required.

• Strong organizational and analytical skills are required.

• Resourceful and detail-oriented skills are required.

• Ability to analyze problems and to develop effective solutions in a timely manner is necessary.

• Demonstrated ability to take responsibility for projects and to work independently and collaboratively is necessary.

• The ability to demonstrate initiative and manage multiple projects at one time is required.

• The ability to work as part of a fast-moving team is required.

• The willingness to provide administrative support along with other duties is required.

• A desire to learn and grow in one’s career is necessary.

• Flexibility with work hours is required.

Commitment to Equity, Diversity, and Inclusion At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education. Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities, and protected veterans are encouraged to apply.