Research Program Coordinator
California Academy of Sciences - San Francisco, CA

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Position Summary:

Reporting to the Chairs of the respective Departments, this position provides administrative support and project coordination for departments and programs within the Research Division, as described below.

Essential Duties & Responsibilities:
  • Provide administrative and project support to departments and programs within the Research Division, including Vertebrate Zoology & Anthropology (VZ&A) and Entomology:

Accounting and Financial Support

- Assist Department Chairs with the preparation of annual departmental budgets; ensure that budgets are accurate and that budget deadlines are met

- Maintain accurate department budgets for all department funds and provide regular updates to Department Chairs; maintain accurate tracking system for all departmental budgets

- Research expense costs and make recommendations for expense savings where appropriate

- Coordinate and track payment for all invoices and purchase orders; track department expenditures against projected budgets and provide regular reports to Department Chairs

- Process monthly bank statements, travel expenses, and other expenses, meeting accounting deadlines and tracking expenses against projected budgets

- Track grant expenditures for all government, private, and internal grants; track grant budgets against projected expenses, reporting to Principal Investigators regularly; prepare grant reports by deadlines; work with accounting and payroll as necessary to ensure accurate grant accounting

Administrative Coordination

- Serve as main point of contact for department inquiries; receive calls and inquiries for department staff and ensure messages are transmitted

- Prepare complex travel arrangements for Department Chairs and others as required

- Prepare correspondence, annual reports, travel reports, and other documents as required

- Assist in the preparation of proposals, expenditures, and reporting of grants

- Oversee timekeeping system, handle payroll requests and manage staff schedules, ensuring department payrolls are accurate and that requests are addressed in a timely manner

- Prepare all appropriate paperwork and setup for long-term visitors, volunteers and students; greet and accommodate visitors to the department; supervise sign-in sheet for visitors

- Support administration and processing of department-related Lakeside students, including assistance with proposals, processing of awards, and coordinating logistics for students; work with the program coordinator to maintain records and expenses

- Organize departmental and other meetings as required; take minutes of meetings and prepare final reports of proceedings as necessary

- Organize and maintain departmental records, reprints, and archives (digital and paper), and prepare reports as requested; capture media coverage of department and chairs

- Maintain departmental supplies and equipment inventories; maintain departmental facilities and submit requests for repairs as necessary

- Provide basic health and safety introduction to new staff and volunteers, and follow all Academy safety regulations

- Provide back-up support to other departments and programs within the Research Division, as required, and perform other duties as assigned
  • Provide lead project management and coordination for the Research Division web pages, including pages not related to a specific department:

- Maintain and regularly update the research division website (, including the main landing page and other non-departmental pages

- Provide overall guidance for the website, making recommendations for improvements as necessary

- Work with other departments and the Academy's Web team to make sure that all research pages are regularly updated and functional, and to ensure continuity across all research pages

- Work with the Academy's Web team and others to increase the Research Division's internet presence and accessibility from the main Academy website; monitor page statistics and recommend improvements
  • Provide support for Research-related programs including, but not limited to:

- Conferences. Provide support, as needed, in the preparation, planning, and execution of internal and external conferences related to Academy Research.

- Research Division Events. Provide support, as needed, for Division- and Academy-wide meetings and events including those for the Board of Trustees, Research Fellows, Major Donors, VIP Members, and related community organizations

- General Operations Support. Provide assistance to other research departments, projects and programs; provide coordination and support for research committees as assigned

Knowledge, Skills & Abilities:
  • Exceptional communication and interpersonal skills (written and verbal)
  • Excellent organizational and time management skills; ability to prioritize multiple responsibilities and deadlines
  • Skilled in supervising volunteers/interns for project oriented goals
  • Comfortable prioritizing and managing multiple long term projects simultaneously
  • Ability to excel both under individual leadership and as a contributing team member
  • Advanced computer skills, including Microsoft Office Suite (specifically Excel); Mac experience a plus
  • Thorough knowledge of office methods, procedures and equipment
  • Ability to manage projects and see them through to completion
  • Ability to anticipate and respect confidentiality
  • Ability to follow all Academy safety regulations

Education and/or Experience:
  • Associate's degree (AA) or equivalent from two-year College; Bachelor's Degree (BA) preferred
  • Minimum of three years highly responsible administrative experience
  • Background in science or work experience in an academic environment a plus
  • Experience initiating and managing both short and long term projects to completion

Language Skills:

The successful candidate will be able to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals, will be able to write routine reports and correspondence, and will be able to communicate and speak effectively to both groups and individuals.

Physical Demands & Work Environment:

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand, sit, walk, and reach with hands and arms, and talk or hear. Must be able to perform repetitive motions up to 75% of the time. Must be able to lift up to 20 lbs.

The California Academy of Sciences is an Equal Opportunity Employer and welcomes applications from individuals who will contribute to its diversity.