Institute for Inquiry Fixed-Term, Full-Time Position
The Exploratorium Institute for Inquiry (IFI) is a department within the K-12 Professional Development Group. IFI is a professional development center designed to promote national leadership and support experiments in inquiry-based elementary science education reform throughout the country. The Institute provides workshops; programs; online support; and a community of practice, which afford local, national and international science educators (teachers, administrators, university faculty, professional developers) a personal experience of how inquiry learning looks and feels. In addition to its national workshop offerings, the Institute is involved in an ongoing collaboration with other informal science institutions to enhance the quantity and quality of science teaching in Bay Area elementary schools. The Institute is involved in a five-year project funded by the US Department of Education’s Investing in Innovation Fund (i3) to experiment with approaches to integrate English Language Development and science instruction. The IFI Project Coordinator provides administrative, programmatic and financial coordination for the Institute. The position requires a highly organized, detail-oriented person with excellent communication skills. The Project Coordinator reports to the Institute for Inquiry Program Manager.
• Work closely with IFI Teaching Staff and Program Manager to coordinate all activity necessary for the successful implementation of IFI projects. • Coordinate space, materials and logistics for workshops, meetings and special projects. To include: scheduling, catering, classroom & conference room reservations, ordering supplies & materials, workshop set-up and breakdown. Compile written and hands-on science materials for participants prior to workshop. Coordinate hotel and local travel arrangements for workshop participants and staff as needed. Anticipate the needs of staff and participants to ensure that an appropriate level of hospitality is provided at all IFI workshops and events. • Responsible for database of program activities which includes participant information, workshop attendance records, and statistics for use in generation of reports, articles, and long term planning. Ensure that graduate section of the IFI website is updated. Communicate with other museum departments to troubleshoot all technical issues related to IFI databases and website. • Financial Responsibilities: Prepare and track invoices, stipends and staff reimbursements. Prepare purchase orders and process and track all bills for payment. Code expenses and reconcile all non-payroll expenses against monthly financial reports. • Assist Program Manager with budget preparation and reforecasting as needed. To include: data entry in budgeting software, creation and maintenance of Excel spreadsheets to track project budgets or project components as assigned, researching vendors and calculating expenses, or other tasks as needed. • Assist Program Manager with financial and statistical materials for grant proposals and reports as needed. • 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. • Monitor IFI staff calendars and coordinate meetings with internal staff and representatives from external organizations including partnering institutions, funders and potential clients. • Work with Program Manager on program dissemination and participant recruiting: building mailing lists, development and distribution of brochures, program descriptions, press materials and website content. Prepare and disseminate all communications with workshop participants. • 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: Microsoft Word and Excel required. Competitive applicants will possess database experience and presentation software skills (e.g., Power Point, Keynote). 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.
Scheduled to Start:
January 27, 2014
How to Apply
This is a fixed-term (Jan 27, 2014 - May 23, 2014), full-time (37.5 hours per week), non-exempt, union position that includes benefits.
Please refer to our Application Procedures for instructions when sending your resume and cover letter.
The Exploratorium is committed to a diverse workforce.