Admin & Communications Coordinator (@ LA STEM Collective)

Job Description

The Admin & Communications Coordinator (for the LA STEM Collective) supports operations, communications, and record-keeping. Reporting to the Executive Director, this position also supports Ecosystem Manager and Program Manager and will work closely with the Chair, and Steering Committee. Working to support the Ecosystem Manager, the Coordinator will lead on database management, member communications, and contribute to evaluation projects. Working to support the Program Manager, the Coordinator will assist with documentation, record-keeping, evaluation, and impact reporting. The Coordinator ensures that all internal communications (meeting minutes, email newsletters, etc.) are distributed in a timely manner, and will take the lead on external communications, including the website and social media content production.

Organization’s Area of Focus

STEM education, community building

About the Organization

The LA STEM Collective is a group of 60+ museums, parks, zoos, aquariums, universities, and community-based STEM education organizations. The Collective initially came together during the COVID pandemic to provide remote STEM education experiences for Los Angeles students. The group continues to provide STEM learning to tens of thousands of children and families year-round. Serving as the STEM Ecosystem for Los Angeles, the organization is expanding to include a focus on field building (professional development) as well as STEM workforce development.

Concurrently, the membership will expand to include industrial and corporate members, as well as community-based organizations that serve children and families who are consumers of STEM education experiences. The nonprofit organization Wildwoods currently serves as the backbone agency for the LA STEM Collective, so this position will be an employee of Wildwoods, but will be solely focused on the work of the Collective.

Responsibilities:

• Lead on database management, organization calendar, website updates, and member communications, with guidance from Executive Director and Ecosystem Manager.
• Staffs regular meetings of the Steering Committee and General Membership, distributes agenda, notes, and recordings.
  • Primary staff support to Independence, E.D. Hiring, Advisory Board subcommittees, distributes notes and/or recordings.
  • Participates in the Strategic Planning committee and supports work (as necessary).
• Information Architecture & Data Management
  • Leads on database management, member data, and program archive.
  • Manages organization calendar.
• Internal & External Communications
  • Internal: member newsletter, meeting announcements, reminders
  • External: leads on website updates & social media content.
  • Serves as the primary point person for our general email inbox
• Provides crucial support to all organizational activities, ensures the necessary resources are provided and the timely delivery of information and/or materials.
• Meets regularly (weekly) with other managers (Program, Ecosystem) to coordinate efforts.
  • Working with the Ecosystem Manager, supports the onboarding and orientation of new members.
  • Working with the Ecosystem Manager, supports the planning, scheduling, and promoting of events, including convenings, meetings, conferences, interviews, orientations, and training sessions.
  • Working with the Program Manager, supports the collection of individual and organization-level data, plus the data analysis and evaluation and reporting process. Supports the contracting process as needed.
  • With guidance from the Program Manager, creates marketing collateral.
• Special projects and other duties as assigned.

Qualifications Necessary:

• Bachelor’s degree from accredited college or university required
• Two years of related professional/nonprofit work experience required
• Familiarity with nonprofit arena desired
• Valid CA driver’s license required
• Bilingual English/Spanish preferred

Knowledge, Skills, and Abilities:

• Affinity with and commitment to the STEM-literacy movement
• Passionate about education, particularly informal education
• Exceptional organizational, planning, and implementation skills
• Careful attention to detail
• Ability to handle ambiguity and juggle multiple priorities at the same time
• Comfortable in a fast-paced environment
• Comfortable with interpreting and revising budgets and meeting goals
• Strong interpersonal skills
• Ability to establish relationships and communicate with multiple stakeholders
• Flexible to work weekends and evenings as necessary for special events

Technical Expertise Required:

• Database management
• Communications, including social media and email platforms (Mailchimp)
• Familiarity with Google Workspace for Nonprofits (Gmail, Calendar, Drive, Sheets, Slides) + Microsoft Office
• Familiarity with Zoom, Google Meet, and other remote video meeting platforms
• Familiarity with project management software such as Asana desired

Physical Requirements:

• Manual dexterity for operating a computer keyboard, printer, fax machine, photocopier, calculator, etc.
• Clear speaking voice and ability to speak on phone for long periods of the day
• Ability to sit for extended periods of time at a desk or table
• Able to lift up to 15 pounds

Education requirements:

• 4-year degree in business, organizational development, liberal arts or related subject.