View Our Website View All Jobs

Project Coordinator


The Institute for Inquiry (IFI) is a national professional learning center within the Exploratorium’s Institute for Research and Learning. Its programming focuses on two main strands:  developing inquiry-based professional learning experiences focused on the next generation science education reform efforts and experimenting with professional learning experiences that support discourse-rich K-5 science classrooms for linguistically diverse student populations. IFI’s programs are tailored to a variety of audiences who serve elementary teachers—professional developers, administrators, teachers, national education reform leaders, and museum and university educators—and consist of workshops, seminars, forums, teacher research groups, publications, and online professional learning experiences and resources. IFI’s work is developed locally at the Exploratorium and disseminated broadly through regional, state, national, and international partnerships.

The IFI Project Coordinator provides administrative, programmatic and financial coordination for all of IFI’s programs and partnerships. The position requires a highly organized, detail-oriented person with excellent communication skills. The Project Coordinator reports to the Institute for Inquiry Program Manager.



  • Program Logistics: Coordinate space, materials and logistics for workshops, meetings and special projects. This includes monitoring staff calendars, scheduling events, prepping classroom space, ordering and assembling materials, coordinating catering and travel arrangements for workshop participants, and providing logistical and technical support during workshops. The Project Coordinator works closely with IFI Teaching Staff and Program Manager to coordinate all activity necessary for the successful implementation of IFI projects and must anticipate the needs of staff and participants to ensure that an appropriate level of hospitality is provided at all IFI workshops and events.
  • Communications: Serve as department liaison by fielding internal and external inquiries from program participants, school districts, other organizations and individuals interested in the program. Provide information or pass inquiries on as appropriate. Represent program at department and museum-wide events. Coordinate meetings with internal staff and representatives from external organizations including partnering institutions, funders and potential clients.
  • Participant Recruiting: Work with Program Manager on program dissemination and recruiting workshop participants by building mailing lists, developing brochures, program descriptions, press materials and website content. Prepare and disseminate all communications with workshop participants.
  • Database Management: Manage IFI’s program database of program activities, participant information and workshop attendance. Run queries and organize data for use in reports, publications, and program planning. Communicate with other museum departments to troubleshoot all technical issues related to IFI database, website, and online communities.
  • Materials Management: Maintain and organize IFI’s collection of science activities, hands-on materials, videos and online assets.
  • Financial Responsibilities: Prepare and track invoices, participant stipends and staff reimbursements. Prepare and complete all department purchases and process and track all bills for payment. Reconcile non-payroll expenses against monthly financial reports, process reclassifications. Assist Program Manager with budget preparation and forecasting as needed. This includes creation and maintenance of Excel spreadsheets to track project budgets as assigned, researching vendors and calculating expenses, or other tasks as needed.
  • Proposals and Reporting: Assist Program Manager with financial and statistical materials for grant proposals and reports as needed.
  • Volunteers: arrange for and oversee volunteers / interns as needed.
  • Perform additional duties and assist IFI staff with special projects as required.
  • Ability to move from place to place, use computer terminal and general office equipment. Able to lift and carry up to 25 pounds short distances.


  • BA/BS degree and three years’ administrative experience, or an equivalent combination.
  • Prior experience in project and event coordination, preferably in a non-profit institutional or educational setting.
  • Experience and aptitude processing accounts payable and accounts receivable.
  • Ability to prioritize and balance tasks of varying scales and to adjust easily to changing timelines, priorities and requirements.
  • Excellent interpersonal and communications skills, oral and written. Experience communicating with high-level personnel from outside organizations.
  • Strong problem-solving skills and the ability to discern when to act independently or seek appropriate help.
  • Ability to adopt, refine and assist in the development of department administrative systems and policies.
  • High level of computer literacy: high proficiency in Microsoft Word, Excel, and Google online office tools required. Competitive applicants will possess experience with database software (Salesforce), presentation software (e.g., Power Point) and online meeting platforms (e.g., Zoom). Solid graphic sensibility and familiarity with graphics software (Adobe Creative Suite) a plus.
  • Highly organized and detail-oriented. Accurate, timely, and consistent in performance of duties.
  • Flexible, patient and positive attitude with diverse staff and public.
  • Comfortable and experienced in working autonomously or as a part of a team.
  • Willingness to work evenings or weekends under special circumstances as needed.


Open until filled


This is a regular, full-time (37.5 hours per week), non-exempt, union position that includes benefits. Please, no phone calls in regards to this job.


The Exploratorium is committed to providing equal employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, ancestry, genetic information, citizenship, marital status, pregnancy, veteran’s status or any other class protected by applicable law.

Read More

Apply for this position

Apply with Indeed
Attach resume as .pdf, .doc, or .docx (limit 2MB) or Paste resume

Paste your resume here or Attach resume file

To comply with government Equal Employment Opportunity / Affirmative Action reporting regulations, we are requesting (but NOT requiring) that you enter this personal data. This information will not be used in connection with any employment decisions, and will be used solely as permitted by state and federal law. Your voluntary cooperation would be appreciated. Learn more.

Invitation for Job Applicants to Self-Identify as a U.S. Veteran
  • A “disabled veteran” is one of the following:
    • a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or
    • a person who was discharged or released from active duty because of a service-connected disability.
  • A “recently separated veteran” means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.
  • An “active duty wartime or campaign badge veteran” means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.
  • An “Armed forces service medal veteran” means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.
Veteran status

Voluntary Self-Identification of Disability
Voluntary Self-Identification of Disability Form CC-305
OMB Control Number 1250-0005
Expires 1/31/2020
Why are you being asked to complete this form?

Because we do business with the government, we must reach out to, hire, and provide equal opportunity to qualified people with disabilities.i To help us measure how well we are doing, we are asking you to tell us if you have a disability or if you ever had a disability. Completing this form is voluntary, but we hope that you will choose to fill it out. If you are applying for a job, any answer you give will be kept private and will not be used against you in any way.

If you already work for us, your answer will not be used against you in any way. Because a person may become disabled at any time, we are required to ask all of our employees to update their information every five years. You may voluntarily self-identify as having a disability on this form without fear of any punishment because you did not identify as having a disability earlier.

How do I know if I have a disability?

You are considered to have a disability if you have a physical or mental impairment or medical condition that substantially limits a major life activity, or if you have a history or record of such an impairment or medical condition.

Disabilities include, but are not limited to:

  • Blindness
  • Deafness
  • Cancer
  • Diabetes
  • Epilepsy
  • Autism
  • Cerebral palsy
  • Schizophrenia
  • Muscular dystrophy
  • Bipolar disorder
  • Major depression
  • Multiple sclerosis (MS)
  • Missing limbs or partially missing limbs
  • Post-traumatic stress disorder (PTSD)
  • Obsessive compulsive disorder
  • Impairments requiring the use of a wheelchair
  • Intellectual disability (previously called mental retardation)
Please check one of the boxes below:

You must enter your name and date
Your Name Today's Date
Reasonable Accommodation Notice

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

iSection 503 of the Rehabilitation Act of 1973, as amended. For more information about this form or the equal employment obligations of Federal contractors, visit the U.S. Department of Labor's Office of Federal Contract Compliance Programs (OFCCP) website at

PUBLIC BURDEN STATEMENT: According to the Paperwork Reduction Act of 1995 no persons are required to respond to a collection of information unless such collection displays a valid OMB control number. This survey should take about 5 minutes to complete.