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Project Coordinator

SUMMARY

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.

 

ESSENTIAL FUNCTIONS

  • 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.

MINIMUM QUALIFICATIONS

  • 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.
  •  

APPLICATION DEADLINE

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.

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