About the California Academy of Sciences
The California Academy of Sciences is a globally renowned scientific and cultural institution located in the heart of San Francisco’s Golden Gate Park. Home to a world-class planetarium, aquarium, research center, and natural history museum—all under one living roof—our mission is to regenerate the natural world through science, learning, and collaboration.
Our extensive collections span plants, animals, fossils, and cultural artifacts from across the globe and throughout history. We are a diverse team of leading biodiversity scientists, educators, storytellers, designers, and communicators who work collaboratively to advance knowledge and inspire action through science and storytelling.
When you join the California Academy of Sciences, you become part of a mission-driven community that values curiosity, collaboration, and innovation. Whether you're working behind the scenes in research or engaging the public on the museum floor, your work will help connect people to the natural world and empower them to protect it.
About the Opportunity
The Facilities Project Coordinator plays a vital role in supporting facilities project managers and the broader building operations team. This position offers the exciting opportunity to coordinate small and medium-sized projects under the guidance of facilities project managers, and to independently manage administrative aspects of smaller initiatives. This role will be instrumental in organizing and managing essential building documentation, project teams, service and maintenance contracts, and budgets, contributing to the overall administration of the Academy's Operations Team. This position reports to the Associate Director, Building Projects and Maintenance.
This is a full-time, in-person position with the occasional ability to work from home as projects dictate. The primary schedule for this position is Monday-Friday, 8:00 AM - 5:00 PM. The Coordinator must also be available occasionally to work nights, early mornings, weekends, and holidays.
Organizational Culture
Join a team dedicated to the Academy’s mission, vision and values!Currently, the Academy has a new strategic plan including 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 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 qualification for the position.
This position is part of a bargaining unit represented by Cal Academy Workers United, and will be subject to the terms and conditions of that contract.
Key Responsibilities
- Assists with the coordination of multiple projects of varying sizes concurrently.
- Oversees recurring service contracts including, but not limited to, pest control, storage services, and vehicle maintenance.
- Coordinates and monitors contractor-related work at the Academy’s offsite property in San Francisco.
- Manages all operations-related calendars and email distribution lists.
- Facilitates and coordinates the efforts of Building Operations teams, including electricians, stationary engineers, automation technicians, and building and grounds personnel to successfully execute projects.
- Collaborate and communicate with interdisciplinary project teams across the Academy.
- Coordinates small maintenance and repair jobs with external contractors and internal maintenance staff.
- Supports the management and coordination of office and other shared spaces within the building.
- Assists facilities project managers in tracking and documenting project budgets.
- Manage building documentation and update operations and maintenance libraries.
- Assist Facilities PMs to solicit contractor bids for construction and maintenance-related projects.
- Coordinates and facilitates meetings to ensure the continuing progress of assigned projects.
- Ensures assigned projects are effectively documented and project documents are integrated into the Academy construction/project document library.
- Assists the Facilities Project Managers in researching the feasibility, methods, and budgets of proposed projects.
- Meets regularly with the Associate Director, Building Projects and Maintenance and other operations managers to provide the status of projects and strategize ways to remove roadblocks.
- Asset Management and Inventory
- Follow all Academy safety regulations.
- Perform other job-related duties as assigned.
Qualifications: A successful candidate will have the following:
Experience and/or Education:
- Bachelor's degree in a related area and/or equivalent experience/training.
- Three years of progressively responsible experience in project coordination or administrative role, with facilities experience strongly preferred.
SKILLS AND ABILITIES:
- Strong attention to detail
- Knowledge of industry-standard construction methods
- Excellent organizational and time management skills
- Excellent verbal and written communication skills
- Proficiency with MS Office, Google Suite, and Adobe Acrobat or equivalent software
- Ability to work independently on more than one project at a time in a fast-paced environment.
- Ability to generate and interpret technical documents
- Ability to work with a diverse team across a complex organization in a collaborative and team-oriented manner, balancing competing priorities and timelines.
- Familiarity with and ability to read architectural & MEP drawings a plus.
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.
- While performing the duties of this job, the employee is frequently required to stand, sit, walk, reach with hands and arms, talk, hear, use a computer, and communicate on the phone, in person, and in online meetings/calls.
- Must be able to perform repetitive motions 20-30% of the time. Able to lift up to 30 lbs.
Compensation and Benefits:
The salary range for this position is $30.63- $31.86. Actual compensation will be commensurate with the final candidate's qualifications and experience, including skills, knowledge, relevant education, certifications and aligned with the internal peer group. 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
How to Apply:
Interested candidates should submit a resume and application through our Careers Page portal.
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 theSan Francisco Fair Chance Ordinance (SF Police Code, Article 49).
