Internships and Mentorships Program Coordinator
About the Opportunity:
The Internships and Mentorships Coordinator (Coordinator) performs administrative, budgeting, accounting, planning, reporting, and operational functions for Internships and Mentorships programs in science and science education at the Academy. The Coordinator plays a crucial role in supporting our team of scientists, educators, and trainees by serving as the communication hub, supporting trainees through logistics coordination, managing reservations for internships and mentorships programs, and coordinating trainees through various trainings and workshops. The Coordinator will report to the Director of Operations in the Institute for Biodiversity Science and Sustainability and will work closely with partners in the Education Division, and the Strategic Initiative Program Management Office. This includes coordinating with existing science internship programs with established workflows. The Coordinator will have excellent communication and organization skills, experience in working effectively with diverse teams, and the attention to detail to successfully implement multiple tasks at once. This is a full-time, temporary 3 year, grant-funded position with the possibility for extension, pending available funding.
Join a team dedicated to the Academy’s mission, vision and values! Currently, the Academy has a new strategic plan including three initiatives – Hope for Reefs, Thriving California, and Islands 2030 – that leverage biodiversity science, environmental learning, and collaborative engagement to regenerate fragile ecosystems around the world. Learn more at https://www.calacademy.org/about-us/major-initiatives.
We are committed to ensuring diversity, equity, accessibility, and inclusion are intrinsic to Academy culture and operations, from recruitment and retention to science and advocacy.
We hope you are inspired by what we do and are excited to contribute to our mission. The mission of the California Academy of Sciences is to regenerate the natural world through science, learning, and collaboration. The Academy is looking for candidates who do great work, and we know they may come from a number of different backgrounds and experiences. We encourage you to apply even if you do not believe you meet every one of the qualifications for the position.
This position is based in San Francisco, California. Staff are currently expected to work from the Academy offices at least 2-3 times per week, which may fluctuate based on business needs. Please do not apply if you are not able to work onsite. This position is part of a bargaining unit represented by the Service Employees International Union Local 1021. Candidates are required to have up-to-date COVID-19 vaccination as a condition of employment, absent qualifying exemptions in accordance with applicable laws. Individuals receiving a conditional offer of employment from the California Academy of Sciences will be provided the full text of the vaccination policy. The California Academy of Sciences is committed to providing a safe and healthy workplace, to protect its employees, volunteers and guests.
- Coordinates logistical and operational details supporting the timely implementation and progression of science/science-education-based internship and mentorship programs across the Academy.
- Helps in tracking the budgets related to trainees as needed, including monitoring expenditures and purchases, and following through on accounting processes.
- Assists with hiring and on-boarding new program participants.
- Works with supervisor and program leads to create project timelines and workflows.
- Create annual reports including tracking alumni and outcomes. This may be in coordination with existing programs (e.g., Summer Systematics Institute and Careers in Science).
- Assists manager, project leads and Development staff on funding proposals as well as narrative reports outlining activities and accomplishments.
- Helps develop and manage Internship and Mentorship-focused communications, including identifying key team members to meet communications needs, updating web pages, and designing other public-facing messaging.
- Provides support in the development, planning, and implementation of meetings, convenings and workshops, including finding and reserving meeting spaces, procuring supplies, arranging catering and room set up, managing participant registration and attendance, audio-visual support, and taking notes when needed.
- Supports all travel, logistics, and arrangements for field work and offsite meetings for the program participants and others, including lodging, flights, equipment rentals, etc.
- Organizes shared files and Google drives. Uses existing Academy systems or develops new systems to organize projects and files, keep records, maintain shared photo libraries and shared presentation libraries, etc.
- Liaises and meets with existing partners and helps build new partnerships that support project/program efforts.
- May work with the Academy Digital Engagement and Communications teams to develop media and social media outreach as needed.
- Coordinates mentor and mentee training.
- Supports the Academy’s mission, vision, and division-wide initiatives.
- Follow all Academy safety regulations and complete all HR-assigned trainings.
- Other duties as assigned.
Qualifications: A successful candidate will have the following:
Experience and/or Education
- Two years of experience in office coordination, program administration, or similar.
- One year experience with tracking program funding budgets.
- One year experience with mentorship, guidance, or leadership of college and/or graduate students, entry-level staff, interns, or volunteers.
- Bachelor's degree, prior work experience, or a combination of these qualifications.
Skills and Abilities:
- Training in education or mentorship is preferred but not required.
- Exceptional communication and interpersonal skills.
- Be proactive, adaptable, and resourceful.
- Enjoys managing and solving financial and operational details.
- Calm under tight deadlines; adapts quickly to plans that might change.
- Demonstrated troubleshooting and problem-solving abilities.
- Prioritizes responsibilities and deadlines; anticipates workflow.
- Strong interest in the natural world, and ability to communicate that passion.
- Excellent attention to detail.
- Willingness and ability to quickly learn other analytical and reporting software.
- Works well as a part of multi-disciplinary teams, diverse stakeholder groups, and independently.
- Able to maintain strict confidentiality and comfort with being privy to sensitive information.
- Committed to working on a team that is striving to be anti-racist in work, interactions, systems, and tools.
- Demonstrated ability to successfully collaborate with scientists and non-scientists.
- Demonstrated ability to successfully mentor and guide students, entry-level staff, peers, and volunteers with diverse backgrounds.
- Ability to travel throughout the Bay Area and potentially globally.
To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.
The majority of this job will be computer-based. While performing the duties of this job, the employee is required to work at a computer for a large portion of the day (90%); review a variety of materials, including printed and electronic documents, websites, and emails; move from place to place around the Academy; and communicate with others in person, on the telephone, and online.
- Ability to transport 25lbs.
- Ability to perform repetitive motions 50% of the time.
Compensation and Benefits:
Starting salary will vary based on experience and relevant skills/knowledge set. The Academy offers a total compensation package that emphasizes both base salary and comprehensive benefits based on the hours per week worked.
Schedule: Temporary Full-Time for a duration of approximately 3 years, 40 hours per week.
Review of applications will begin on October 11, 2023 and will continue until the position is filled.
Please upload your resume, cover letter, and complete the brief online application.
The California Academy of Sciences will give full consideration for employment to all qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance (SF Police Code, Article 49).
- Pay Type Hourly
- Employment Indicator Temporary FT
- Min Hiring Rate $30.00
- Max Hiring Rate $33.00
- California Academy of Sciences, Golden Gate Park, San Francisco, California, United States of America