Operations Lead (Technical Program & AI Research Systems)

Overview We are looking for a highly capable operations and program professional to drive execution across our technical, AI-enabled, and contractor-based projects in animal welfare science. This is not a standard admin role, generic project-manager position, or virtual assistant job. We need someone who can translate high-level strategy into reliable day-to-day action, coordinate complex and evolving work, supervise freelancers, and use modern AI tools as a genuine force multiplier — all while helping the Innovation Director step fully into a high-leverage strategic role. Ideal for someone who is: highly organized and proactive technically comfortable able to use AI tools as a serious operational and analytical multiplier strong at managing messy, partially defined work able to create clarity and momentum without adding bureaucracy This role sits between scientific research and technical implementation. You will translate structured scientific frameworks into executable technical work, working closely with the Innovation Director to ensure ideas become real systems, tools, and outputs. This role is a remote, part-time position. About Us The Welfare Footprint Institute develops scientifically rigorous methods and tools to quantify animal welfare. Our core contribution is the Welfare Footprint Framework (WFF) — a structured methodology that translates living conditions and events into biological consequences, affective experiences, and cumulative welfare impacts. We are also building the supporting infrastructure: custom GPTs and AI workflows, the Welfare Footprint Atlas / Knowledge Graph, data visualization systems, and new research and decision-support products. Our work sits at the intersection of animal welfare science, structured reasoning, AI tools, and research operations. Why We’re Hiring The Innovation Director is currently spending too much time on execution-heavy work that, while strategically valuable, now needs to be owned by someone else. We need a strong professional who can take full ownership of the execution side of the innovation portfolio so the Director can focus on methodology, strategic innovation, high-level direction, and major scientific decisions. What the Role Actually Is A hybrid of technical program management, scientific translation, product operations, contractor leadership, and founder-side execution. A key part of this role is translating scientific frameworks and reasoning into clear technical requirements that developers and other contributors can execute against. You will not be a pure administrator, meeting scheduler, or traditional PM who simply tracks tasks. You will be the person who makes sure important, intellectually demanding work actually moves forward — reliably and without constant prompting. What This Role Is NOT A reactive administrative or VA role A rigid, process-heavy corporate PM job A position for someone who needs detailed instructions for every step Not a role for someone who is uncomfortable pushing back on technical or conceptual drift Core Responsibilities Drive execution of priority technical and innovation projects Day-to-day ownership of the Welfare Footprint Atlas / Knowledge Graph, AI tools and custom GPT workflows, data visualization projects, and other cross-functional initiatives. This includes turning strategy into concrete next steps, removing blockers, and ensuring steady progress. Translate scientific frameworks into technical requirements Work directly with the Innovation Director to understand the Welfare Footprint Framework and related models, then translate them into structured specifications, workflows, and implementation-ready requirements for technical contributors. Coordinate and direct technical contributors Work closely with developers, designers, and specialists. You are not expected to build production systems, but you must be comfortable working directly with structured data and technical representations. In particular, you should be able to read and reason about JSON schemas and structured data models, understand validation logic, follow data transformations, and detect inconsistencies between conceptual models and their technical implementations. Basic coding literacy (for example in Python or JavaScript) is expected — not to build systems yourself, but to inspect structures, test assumptions, verify implementation choices, and challenge technical contributors when needed. Recruit, onboard, and supervise freelancers/contractors Review applicants, run test tasks, onboard the right people, supervise deliverables, and maintain quality across part-time developers, researchers, designers, and video creators. Use AI tools as a core productivity lever Actively and skillfully apply modern AI tools for synthesis, drafting, coordination, screening, documentation, and workflow acceleration. We expect real fluency — not “I use ChatGPT.” Help build the Innovation function Bring structure to workflows, support future hiring, define roles, and, as the team grows, supervise additional contributors. Currently there is no fixed staff under the Innovation Director — only part-time contractors. Support grant and proposal execution Manage timelines, coordinate inputs, organize materials, and keep the process moving while the Innovation Director leads the scientific and strategic content. Absorb other high-leverage execution work Video/content collaborator coordination, turning ideas into work plans, and other execution tasks that should no longer sit with the Director. What Success Looks Like Within the first few months you will have: noticeably reduced the Innovation Director’s day-to-day involvement in execution improved follow-through and speed across technical and contractor projects made hiring and freelancer management far more efficient created reliable structure without bureaucracy reduced conceptual drift between scientific models and technical outputs The ultimate measure: important work advances reliably even when the Director is focused elsewhere. Ideal Profile & Qualifications Must-Have Proven track record managing complex, multi-contributor projects Strong scientific reasoning ability: you understand how to work with empirical data, evaluate assumptions, and reason through structured models (formal training not required, but capability is essential) Strong technical comfort: JSON, structured data, specifications, and implementation logic should not feel alien, even if you are not a coder Excellent written English and professional judgment Real, daily fluency with modern AI tools for actual work leverage Experience actively managing contractors or freelancers, including setting direction, reviewing work, and maintaining quality Ability to operate independently in ambiguous, evolving environments Strongly Preferred Background in technical program management, product operations, startup operations, or chief-of-staff / founder-support roles Background in a scientific or quantitative field (e.g., biology, physics, economics, engineering, or similar), or demonstrated ability to engage deeply with scientific material Experience working directly with founders or directors Familiarity with tools like Notion, Linear, Jira, ClickUp, etc. Interest in scientific, mission-driven, or animal-welfare work Nice to Have Grant/proposal coordination experience Upwork or freelancer-platform experience Prior role helping a small team scale from founder-led to more structured Working Style We Value You create clarity and momentum, not complexity. You know where information should live and how to keep systems light but reliable. You do not scatter important material across tools, chats, and documents in ways that create confusion or duplication. You are proactive, judgment-driven, and comfortable with partial information. Interview Process Application Review Screening Interview Paid Take-home Exercise Final Interview Trial Period Engagement Structure & Compensation This role will begin as a part-time contract engagement (approximately 15–20 hours per week) for an initial 8-week paid trial period. If successful, we expect to continue working together on a longer-term basis. Over time, there may be opportunities to expand scope and hours depending on organizational needs and candidate interest. We expect compensation to fall roughly in the range of $40–80/hour depending on experience, with flexibility for exceptional candidates. This role is designed to be sustainable as a part-time, high-impact position rather than a full-time role compressed into fewer hours.