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Details
Posted: 10-Jun-26
Location: Syracuse, New York
Type: Full-time
Categories:
Grants Management
Staff/Administrative
Internal Number: 7224078
Project Manager, AI Institute
Job #: 042850
Location Syracuse, NY
Pay Range: $70,000 - $85,000
Hours:
Standard University business hours
8:30am - 5:00pm (academic year)
8:00am - 4:30pm (summer)
8:30am - 5:00pm (academic year)
8:00am - 4:30pm (summer)
Hours may vary based on operational needs.
Job Type: Full Time
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 institutes 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 institutes external marketing partner and SUs 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.
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 institutes external marketing partner and SUs 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:
- Bachelors 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:
- Masters 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 institutes external marketing partner and SUs marketing and communications teams, with whom the Project Manager works in close coordination.
- Research Administration and Coordination. Serve as the institutes 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.
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 Universitys 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.
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 Universitys 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.
Application Deadline:
Full Consideration By:
To apply, visit https://www.sujobopps.com/postings/113361
Syracuse University is an equal-opportunity institution. The University prohibits discrimination and harassment based on race, color, creed, religion, sex, gender, national origin, citizenship, ethnicity, marital status, age, disability, sexual orientation, gender identity and gender expression, veteran status, or any other status protected by applicable law to the extent prohibited by law. This nondiscrimination policy covers admissions, employment, and access to and treatment in University programs, services, and activities.
Syracuse University has a long history of engaging veterans and the military-connected community through its educational programs, community outreach, and employment programs. After World War II, Syracuse University welcomed more than 10,000 returning veterans to our campus, and those veterans literally transformed Syracuse University into the national research institution it is today. The Universitys contemporary commitment to veterans builds on this historical legacy, and extends to both class-leading initiatives focused on making an SU degree accessible and affordable to the post-9/11 generation of veterans, and also programs designed to position Syracuse University as the employer of choice for military veterans, members of the Guard and Reserve, and military family members.
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About Syracuse University
Syracuse University is a place where talent, desire, and opportunity thrive. In 12 different schools and colleges that span the liberal arts and professional disciplines, students, faculty, and staff from diverse backgrounds come together to learn, create, and break boundaries.
The University is also a vital part of the community, providing services as well as being a leader in employee benefits, work-life and organizational development, training, student employment, staff relations, and workforce diversity.
Syracuse itself is located at the crossroads of New York State, and offers a lush landscape of seasons. From fun-filled summers in the Finger Lakes to snowy winters that thrill outdoor sports enthusiasts, the area truly has something for everyone.
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