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16 Aug 2022

Operations / Administration Program Coordinator

 New York, New York County, New York, United States

Job Description

Company Information

BioBus helps K-12 and college students in New York City discover, explore, and pursue science. We focus on students excluded from the scientific community due to factors such as race, gender, economic status, and physical access. Through this work, we envision a world where all people have the opportunity to reach their full scientific potential. We’ve reached 300,000 students at more than 800 schools and community organizations since 2008, primarily NYC public and charter schools and as far away as New England, California, and even Egypt and Jordan. BioBus students connect with scientists from diverse backgrounds, learn lab and research skills, practice science communication, and take steps to become the next generation of scientists and problem-solvers, making the world better for all of us. Our students access and become part of the scientific community through introductory science labs aboard our mobile labs at their schools; after school, weekend, and summer programs; and year-long internships.


Job Description

We are seeking a Program Coordinator to facilitate smooth operation of BioBus mobile and pop-up lab programs. Their primary responsibility will be to coordinate program logistics, including schedules, lessons, staffing, resources, parking, and setup. The Coordinator will work with schools and community-based organizations, as well as with our diverse and enthusiastic team of community scientists, fundraisers, and facilities professionals, to bring exciting hands-on science experiences to thousands of students across New York City and beyond.

This is a full-time position for a candidate based in the NYC area. Although the majority of the duties can be performed remotely or at the BioBus HQ in Harlem, the Program Coordinator will be expected to perform tasks, attend programs, and participate in meetings and other company events in person in the NYC area as needed.

The expected start date for this position is September-October 2022.



Program Communications & Coordination

  • Coordinate BioBus mobile and pop-up lab program logistics by…
    • collecting information from internal and external parties via various platforms (online forms, emails, phone calls, …);
    • serving as the primary program contact, guiding communication among BioBus teams, program partners, and volunteers;
    • understanding the needs, expectations, and limitations of the different internal and external parties involved in programs in order to effectively respond to questions and requests;
    • responding to time-sensitive program communications in a speedy yet thoughtful manner;
    • communicating final program details to all relevant parties, directly and/or by entering data into Salesforce, Quip, or other IT systems.
  • Book mobile and pop-up lab programs when needed, by reaching out to schools and/or following up with program inquiries. 
  • Support program operations workflow development.

Program Data Monitoring and Quality Assurance

  • Proactively track program coordination data to ensure all necessary information has been entered and is properly displayed in our IT systems, including Salesforce, Quip, and Google Workspace.
  • Run data reports and work with different teams across the organization to confirm that all program inputs and outputs are entered into Salesforce in a timely and accurate manner.
  • Monitor IT/data systems for effectiveness and efficiency and make recommendations and test new approaches, as needed for improvement.

Other responsibilities

  • Participate in program and ideas development via creative task force time.
  • Engage in in-person programming and events such as all-staff meetings, student programs, and public events.
  • Support the team with other coordination and communication tasks as needed.


Minimum Qualifications

  • A bachelor’s degree or commensurate experience in an operational support role
  • Minimum two years of experience in program coordination with demonstrated success
  • Focus on details and seamless logistics to deliver quality results
  • Excellent written and oral communication skills
  • Highly proficient in basic office technology such as word processing, email, and data entry
  • Confidence in navigating new technology and working with multiple IT applications
  • Demonstrated ability to manage multiple projects and deadlines simultaneously
  • Self-motivated and resourceful, with the ability to take initiative to ensure work is moved forward efficiently and issues are resolved independently or collaboratively
  • Ability to work with diverse and multi-disciplinary teams


Helpful to Have

  • Science, education, and/or social justice background or interest
  • Experience with Salesforce or other CRM
  • Experience working with schools and/or community-based organizations
  • Understanding of the NYC DOE system



The minimum salary for this position is $60,000. If hired for this position, a salary offer may include additional compensation based on years of relevant experience and degrees.

Compensation at BioBus is competitive, commensurate with experience, and is in alignment with internal equity. BioBus regularly conducts a thorough study of market-competitive salaries. Our goal is to ensure that pay is fair and competitive for all staff members, both considering the market and considering pay equity among staff in similar roles in the organization. In addition, BioBus offers a very generous health benefits package, as well as a Flexible Spending Accounts for medical, childcare and commuter expenses, and an Employee Assistance Program (EAP). Benefits preview available here. Additionally, BioBus offers generous time off with pay in order to support a sustainable high performance work culture. Full time staff accrue 25 days of PTO per year, in addition to time off for holidays, personal days, and sick days. We also offer a paid sabbatical for full time staff after seven years of service.

This position is included in a union-represented collective bargaining unit, and specific terms and conditions of employment are subject to collective bargaining negotiations.


An Equal-Opportunity Employer with a Commitment to Diversity

BioBus seeks to fill this position with someone who shares our values, including our organizational commitment to diversity, equity, and inclusion. We are an equal opportunity employer and do not discriminate against any employee or applicant for employment because of race, color, ethnicity, religion, gender, sexual orientation, national origin, disability, age, marital status, military status, pregnancy, or parenthood. Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every single one of the qualifications as described in a job description. We are committed to building a diverse and inclusive organization and we are most interested in finding the BEST candidate for the job.

That candidate may be one who comes from a less traditional background, and that’s okay. We would strongly encourage you to apply, even if you don’t believe you meet every one of the qualifications described.


COVID-19 Vaccination Requirements

BioBus puts the safety of our students, our staff, and our partners first. As of January 31st, 2022, in accordance with law, BioBus requires that all employees are fully vaccinated against COVID-19, unless an accommodation has been approved. BioBus will comply with applicable federal and state laws, as well as EEOC Guidance and will consider any requests for accommodations for medical, religious or as otherwise required by applicable law. New hires must show proof of being fully vaccinated by the end of the first month of employment.

How to Apply

Apply here.   You can view all current BioBus job openings at

Bureaus: New York. Job Categories: Full-Time. Job Types: Operations / Administration. Salaries: 60,000 - 80,000.