Tech Academies Administrative Coordinator

Tech Academies Administrative Coordinator

Full Time Non-Exempt

About The Tech

The Tech Interactive is a family-friendly science and technology center in the heart of downtown San Jose. Our hands-on activities, experimental labs and design challenge experiences empower people to innovate with creativity, curiosity and compassion. The Tech is a world leader in the creation of immersive STEAM education resources to develop the next generation of problem-solvers locally, nationally and globally. We believe that everyone is born an innovator who can change the world for the better.

Our success is dependent on building teams that include people from different backgrounds and experiences who challenge each other’s assumptions with fresh perspectives. To that end, we look for a diverse pool of applicants including but not limited to those from historically marginalized groups — women, people with disabilities, people of color, people who are lesbian, gay, bisexual, transgender, and/or nonconforming, veterans, and people from different socioeconomic backgrounds.

Position Summary 

The Tech Academies Administrative Coordinator is a non-exempt (hourly) position reporting to the Sr. Director of Educational Partnerships. The Tech Academies Administrative Coordinator acts as the logistical and operations coordinator for professional development and partnership convenings held through The Tech Academies and STEM Pathways programs and liaison to our many partners. The Coordinator is a public-facing role, interacting frequently with educators, schools, afterschool programs and other partner organizations. The Coordinator works to ensure that partners are well-supported, working actively to understand and support their needs. The Coordinator assists the team in the execution of programs centered on educators, supporting their growth and thus impacting the quality of education for youth, particularly from low-income areas and under-resourced schools in The Tech’s 10 partner school districts in San Jose and South Santa Clara County.

The Tech Interactive is a creative and collaborative hands-on science center whose mission is to inspire the innovator in everyone. The Bowers Institute is key to The Tech’s education strategy to provide high-quality professional development, particularly in the areas of collaborative critical thinking by using the engineering design process and 21^st century skills. A key initiative of the Bowers Institute is The Tech Academies of Innovation. In this two-year fellowship program, cohorts of K-12 educator leaders from 10 local school districts work under our guidance to develop and teach engineering and computer science curricula to students and other educators in their schools, districts, expanded learning organizations and within our growing network. The program is also deepening its impact with STEM Pathways, teaming up with schools, STEM-rich organizations, institutes of higher education, expanded learning organizations and tech industry partners to support school districts with systemic integration of STEM instruction, increasing access to STEM education for all students—particularly populations traditionally underrepresented in STEM.

Key Responsibilities: 

Support the professional development programs administrative needs:

• General operations: Create, improve and sustain administrative organizational systems that keep programs running efficiently and smoothly. Track progress toward annual and grant project goals. Compile data summaries for reporting purposes. Track, update and submit Continuing Education Unit paperwork. Maintain an electronic filing system. Research and update partner school demographics and calendars. 
• Track program budget:   Track and manage the department credit card. Work with the Finance Department to pay participant stipends, contract invoices and other program procurements; track all expenses and reconcile program budgets.
• Coordinate event logistics for Tech Academies and STEM Pathways monthly professional development and partner convenings and a two-week Summer Institute. Sample duties include creating participant registration; communication with participants; room reservations; Zoom meeting/ break-out creation; coordination of facilities, custodial, AV or other needs; preparation and procurement of supplies, food, materials, copies, sign-in sheets, name tags and Tech Academy swag/giveaways. 
• Communications: Act as the main point of contact for The Tech Academies and STEM Pathways programs, responding to inquiries, communicating with partners, supporting professional development registration, etc. 
• Fellowship Recruitment. Sample duties include updating the recruitment slides, video, fliers, attend and support recruitment presentations and holding regular Q&A sessions with Fellows.
• Coordinate Evaluation and Fellowship Enrollment. Sample duties include updating and customizing Survey Monkey or Alchemer forms and web site content; tracking survey/enrollment completions; communicating regularly with participants about program and completion status; cleaning data for external evaluator; analyzing data; procuring and distributing incentives.
• Agreement coordination: From established templates and using DocuSign, act as the main point of contact and liaison between The Tech’s CFO and school district and after-school organization leaders to finalize agreements.
• Maintain contacts and email lists: Regularly update constantly changing Tech Academy partner lists and adjust email lists accordingly. Regularly update participant data into and run reports from The Tech’s database system.

Qualifications: 

• A minimum of 2 years of coordination, office administration and data accounting or related experience (3+ years preferred).
• Proven organizational skills, with the ability to manage multiple competing priorities and projects effectively and efficiently.
• Professional oral and written communication skills and excellent customer service. Highly responsive.
• Experience working with employees of all levels and across multiple departments.

• Knowledge of basic office machines—copiers, faxes, etc. as well as expedient typing skills.
• Proficient with Microsoft Word, Excel and PowerPoint required. Experience with Gmail, Google Docs, Google Sheets, SmartSheets, DocuSign, Zoom, GSuite Mail Merge, WeVideo, Survey Monkey and Alchemer desired.
• Proficient in setting up, using and maintaining complex spreadsheets including creating formulas, filters and sorting functions.
• Adept at learning new technologies and solving problems independently.

• Passionate about supporting education programs and projects, particularly for low-income communities.
• Exercises independent judgment within established systems and procedures.
• Prioritizes and accurately completes work in a timely manner with minimal supervision.
• Energetic, enthusiastic, flexible and calm under pressure.
• Flexible availability to work weekends and evenings as required.

The Tech will provide an equal opportunity in recruitment and employment to all individuals and will not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, citizenship, age, physical or mental disability, legally protected medical condition, military or veteran status, marital status, domestic partner status, sexual orientation, genetic information,  or any other basis protected by applicable law.