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 mentees. The Coordinator will report to the Associate Manager of the Internships and Mentorships (I&M) program in the Institute for Biodiversity Science and Sustainability and will work closely with partners in the Education Division, as well as other Divisions, when applicable.  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 position is full-time, temporary, and grant-funded.  With the possibility for extension, pending available funding.

Organizational Culture:
Join a team dedicated to the Academy’s mission, vision and values! Currently, the Academy’s strategic plan includes 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 Cal Academy Workers United. Once the Academy has a Collective Bargaining Agreement with Cal Academy Workers United this position will be subject to the terms and conditions of that contract. 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.

About the Internships and Mentorships Team:
The Internships and Mentorships (I&M) Team is a cross-divisional program focused on supporting and enhancing the mentors and mentee experience.  This is an intentional and inclusive program that supports the Academy’s philosophy on science, learning, and collaboration.  All of which are central to our mission as a museum and research institution. The I&M Program establishes a comprehensive alliance of  internship & mentorship opportunities, improves efficiencies within each program through collaborative effort and knowledge centralization, and reflects the organization’s broader “cradle to career” approach to teaching, learning and leadership in science.

Key Responsibilities:

• Coordinates logistical and operational details supporting the timely implementation and progression of science/science-education-based internship and mentorship programs across the Academy.
• Helps track programmatic budgets as needed, including monitoring expenditures and purchases, and following through on accounting processes.
• Works with supervisor and program leads to create project timelines and workflows.
• Helps coordinate consistent Internship and Mentorship Program communications to all mentors and mentees
• Update web pages and 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
• Coordinate and manage internal and external facing programs and lectures
• Supports logistics and administrative tasks to aid I&M Program participants in their programming and support mentor recruitment and retention
• Liaises and meets with existing partners and supervisors to help coordinate new partnerships that support project/program efforts across the I&M Program
• Coordinates mentor and mentee training, onboarding, and related admin for I&M Program participants.
• Follow all Academy safety regulations.
• Other duties as assigned.

Qualifications: A successful candidate will have the following:

• 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.
• 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 

Physical Environment:
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.  

Compensation and Benefits:
The salary range for this position is $33.00/hour. Actual compensation will be commensurate with experience, skills/knowledge set, and internal equity. We believe in fair and equitable compensation practices and are committed to providing competitive salaries within the industry and market standards. The Academy offers a total compensation package that emphasizes both base salary and comprehensive benefits based on the hours per week worked. Further details regarding compensation and benefits will be discussed during the interview process.

Schedule: Full time, 40 hours per week

APPLICATION PROCESS:
Please upload your resume, cover letter, and complete the brief online application

APPLICATION DEADLINE:
Review of applications will begin on March 24, 2025 and will continue until the position is filled. 

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). 

We are committed to ensuring that all employees and applicants shall receive equal consideration and treatment. All terms and conditions of employment, including but not limited to, recruitment, hiring, placements, transfers, promotions, compensation, benefits, terminations, training, and social and recreational programs, will be on the basis of qualifications of the individual for the positions being filled. The Academy does not discriminate against qualified applicants or employees with respect to any terms or conditions of employment on account of any characteristic protected by state or federal law or local ordinance. Read our full Equal Opportunity Statement here.