Project Manager, AI Institute

Job # 042850

Department Code 20324-6086

Department Office of Research

Job Title Project Manager, AI Institute

Location Syracuse, NY

Campus Syracuse, NY

Commitment to On-Campus Experience Syracuse University is committed to delivering an exceptional student experience through vibrant, engaged campus communities. This position is based at the above campus location and requires regular in-person presence to support our students, collaborate with colleagues, and contribute to our thriving academic environment. Syracuse University values the collaboration, mentorship, and spontaneous connections that happen when our community works together on campus. Remote work arrangements are limited in accordance with University policy.

Pay Range $70,000 - $85,000

Pay Determination Pay rates at Syracuse University are based on a combination of factors including, but not limited to, the job responsibilities; the candidate’s education, training, work experience and key competencies; the university’s strategic priorities; internal peer equity; applicable federal, state, local laws, grant funding and contractual requisites; and external market analyses.

Staff Level S5

FLSA Status Exempt

Hours Standard University business hours

8:30am – 5:00pm (academic year)

8:00am – 4:30pm (summer)

Hours may vary based on operational needs.

Job Type Full-time

Unionized Position Code Not Applicable

Job Description The AI Institute Project Manager provides centralized administrative, operational, and communications support for the AI Institute, a newly established research unit within the Office of Research at Syracuse University. Reporting to the Institute Director, the Project Manager serves as the institute’s primary administrative coordinator, responsible for day-to-day operations that enable faculty, staff, and researchers to focus on research and scholarship.

The Project Manager works in coordination with central university partners to ensure institute activities align with established processes and policies. Research administration coordination is performed in partnership with the Office of Sponsored Programs, Research Development, Sponsored Accounting, the Research Post-Award team, and schools/colleges. Finance and operations are coordinated with the Office of Research Finance and Operations team and the Graduate School. Communications work is coordinated with the institute’s external marketing partner and SU’s marketing and communications teams as needed. Reporting and metrics work is coordinated with the VPR Data team.

This is a generalist role designed to provide centralized administrative capacity at launch, working in partnership with central university units that lead specialist functions.

Education and Experience Required:* Bachelor’s degree in a relevant discipline (business, communications, public administration, or related field), or an equivalent combination of education and experience.

• Three (3+) plus years of progressively responsible administrative, operations, or program management experience, preferably in a higher education, research, or other complex organizational setting.

Preferred:* Master’s degree. Experience supporting a research institute, center, or academic unit.

• Familiarity with sponsored research administration, university financial systems, and event coordination.
• Project Management Institute (PMI) certification (CAPM or PMP) a plus.

Skills and Knowledge

• Strong organizational and project coordination skills with the ability to manage multiple concurrent priorities under deadline pressure.
• Excellent written and verbal communication skills, including the ability to draft clear correspondence, event materials, and internal communications for varied audiences.
• Demonstrated ability to work effectively across organizational boundaries and to coordinate with multiple stakeholder offices, including faculty, central administrative units, and external partners.
• Working knowledge of university financial, procurement, and HR systems; aptitude for learning new tools quickly.
• Sound judgment, discretion, and the ability to maintain confidentiality.
• Customer-service orientation and a collaborative working style.
• Proficiency with Microsoft Office Suite; familiarity with website content management, project management, and communications platforms preferred.

Responsibilities

• Institute Operations. Manage day-to-day operations of the AI Institute, including office and space coordination, calendar and scheduling support for the Director, meeting logistics, hosting visitors and partners, and maintaining institute records and internal documentation. Serve as the primary point of contact for institute administrative matters.
• Events, Programs, and Outreach Coordination. Coordinate institute events and programs, including research symposia, seminars, webinars, partner convenings, and public-facing outreach activities. Manage end-to-end event logistics, including planning, vendor coordination, registration, communications, and on-site execution. Support outreach to faculty, students, campus partners, and external stakeholders to build engagement with institute activities.
• Finance, Operations, and Institute Administration. Coordinate office operations and process institute-level financial transactions, including procurement, reimbursements, p-card reconciliation, and routine account monitoring, in coordination with the Office of Research Finance and Operations team.
• Support hiring and onboarding logistics, visitor coordination and logistics, and routine personnel administration for institute personnel in coordination with the Office of Research Finance and Operations and Postdoc Affairs teams.
• Coordinate graduate student researcher and assistant appointments with the Graduate School, including appointment processing, onboarding logistics, and broader graduate student coordination as needed.
• Communications. Coordinate institute communications, including website content updates, newsletters, internal announcements, and event-related communications.
• Maintain institute-level communications materials and support correspondence with affiliated faculty, partners, and stakeholders.
• Institutional marketing strategy and branded materials development are led by the institute’s external marketing partner and SU’s marketing and communications teams, with whom the Project Manager works in close coordination.
• Research Administration and Coordination. Serve as the institute’s primary liaison for research administration matters, coordinating pre- and post-award activities with campus partners on behalf of institute faculty.
• Pre-award coordination includes deadline tracking, internal routing, and serving as the institute liaison to the Office of Sponsored Programs for proposal submission and budget preparation.
• Post-award coordination includes routine sponsored account monitoring and serving as the institute liaison to the Office of Research Post-Award team and the Office of Sponsored Accounting for award setup, financial reporting and monitoring, effort certification, and closeout activities. Coordinate with partnering schools and colleges as needed for joint or cross-unit awards.

Physical Requirements *

Tools/Equipment *

Application Instructions In addition to completing an online application, please attach a resume and cover letter.

About Syracuse University Syracuse University is a private, international research university with distinctive academics, diversely unique offerings, and an undeniable spirit. Located in the geographic heart of New York State, with a global footprint, and over 150 years of history, Syracuse University offers a quintessential college experience.

The scope of Syracuse University is a testament to its strengths: a pioneering history dating back to 1870; a choice of more than 200 majors, 100 minors, and 200 advanced degree programs offered across the University’s 13 schools and colleges; over 15,000 undergraduates and over 6,000 graduate students; more than a quarter of a million alumni in 160 countries; and a student population from all 50 U.S. states and 123 countries. For more information, please visit http://www.syracuse.edu.

About the Syracuse area Syracuse is a medium-sized city situated in the geographic center of New York State approximately 250 miles northwest of New York City. The metro-area population totals approximately 500,000. The area offers a low cost of living and provides many social, cultural, and recreational options, including parks, museums, festivals, professional regional theater, and premier shopping venues. Syracuse and Central New York present a wide range of seasonal recreation and attractions ranging from water skiing and snow skiing, hiking in the Adirondacks, touring the historic sites, visiting wineries along the Finger Lakes, and biking on trails along the Erie Canal.

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