Key Responsibilities

1) Program Operations & On-site Coordination

• Run day-to-day operations for AI Ascend activities across locations (setup, room readiness, check-in/out, equipment, materials).
• Coordinate venue bookings, access, security, and facility requests.
• Manage program supplies: printing, kits, signage, teaching materials, and inventory tracking.
• Ensure sessions start/end on time and follow the planned run-of-show.

2) Scheduling & Stakeholder Coordination

• Maintain master schedules (classes, events, camps, mentor sessions) and communicate updates clearly.
• Coordinate with faculty, mentors, guest speakers, and TAs (availability, session needs, teaching support).
• Liaise with internal teams (academics, marketing, admissions, finance, facilities) to ensure alignment.

3) Student & Parent Support

• Handle participant communications: confirmations, reminders, preparation instructions, location maps, and FAQs.
• Support student experience on-site (guidance, safety, participation flow) and respond to parent inquiries professionally.
• Maintain accurate attendance records and participant databases.

4) Event & Camp Execution Support

• Support logistics for workshops/camps/showcases: agendas, staffing plans, name tags, photography coordination, catering, and transport coordination when needed.
• Coordinate demo/showcase readiness: submission collection, presentation flow, judging materials, certificates.

5) Admin, Documentation & Reporting

• Track operational budgets and expenses (quotes, purchase requests, reimbursements—per CMKL process).
• Document session outcomes, issues, and improvement actions; produce weekly status updates.
• Maintain organized files and shared folders (templates, checklists, contact lists, vendor lists).

6) Quality & Risk Management

• Ensure safety and professionalism at all sites; identify risks early (schedule clashes, low attendance, missing resources) and propose solutions.
• Escalate urgent issues appropriately and maintain calm, service-minded operations.

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