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Operations Coordinator, Project Jupyter

Company: CAL POLY Corporation
Location: Berkeley
Posted on: September 13, 2020

Job Description:

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Please see Special Instructions for more details. Subject to continued grant/center funding.Cal Poly Corporation provides excellent benefits including medical, dental, vision, life insurance, retirement, paid sick leave/vacation and holidays. Employment is contingent upon the successful completion of a criminal background check, educational and employment verification, and reference check, as required.AA/EEO/Disability/Protected Veteran Employer

Posting Details Job Title Operations Coordinator, Project Jupyter

Posting Number

Posting Type Temporary

Contract End Date

Salary Range

Hiring Range

Full Time or Part Time

If Part Time, List Work Hours

Job Description Summary

Project Jupyter is an open source software organization founded by faculty and staff at Cal Poly and UC Berkley. The Jupyter Notebook—Project Jupyter’s flagship application—has become the de facto platform for data science and computational research. It’s widely used for data-driven journalism (LA Times, BuzzFeed News, 538), the publishing of books (O’Reilly, Springer), large research collaborations ( LSST , LIGO / VIRGO , CERN , PIMS ,…), education (UC Berkeley, Harvard, Cal Poly, NYU , Columbia, Georgetown, UCSD ,…), commercial data science platforms (Google, Amazon, Microsoft, IBM , Apple, Anaconda, Dataiku, Kaggle,…), and internal data science teams at thousands of companies by millions of users.

The Jupyter Team at Cal Poly is a uniquely successful Sponsored Program at Cal Poly. It was formalized and established by one of Project Jupyter’s co-founders, Professor Brian Granger, in 2015. Today, it joins the larger Jupyter community to develop open-source software, open standards, and services for interactive and reproducible computing for the world. This team is funded by a variety of sources including corporate donations and private grants from nonprofit foundations including Schmidt Futures, Alfred P. Sloan Foundation, and The Leona M. and Harry B. Helmsley Charitable Trust.

The Operations Coordinator is a member of the Jupyter Cal Poly Team. They will report to the Director of the Jupyter Cal Poly Team and Jupyter Steering Council Member, Ana Ruvalcaba. The role is an important part of a small team of engineers, designers, staff and university students requiring that the candidate be highly motivated and possess a strong work ethic. Interpersonal skills and relationship building abilities are key to success in this role. The successful candidate will be committed to establishing and maintaining a cooperative working relationship with students, academic, business and industry representatives and the general public in diverse fields. The Operations Coordinator will perform effectively under the pressure of multiple competing demands as they identify work process improvements, resolve operational problems and implement user friendly focused standards.

Our workplace is a startup-like environment embedded in a university setting. You will have access to state of the art technology, excellent benefits, an annual travel allowance for conferences, an annual computer/book allowance, and a stellar set of entrepreneurial teammates who will also be your coaches, mentors, and friends. San Luis Obispo is a small beach-side university town with perfect weather, an active cultural scene, a vibrant tech community and easy access to the Bay Area and Southern California. We hope you already live here but if you don’t, this is a great reason to move to the Central Coast of California!

Due to the global pandemic our entire team and operations are fully remote through 2020. Future Jupyter events, travel, or in person office work as outlined in the job description are on pause and will resume as official guidance from Cal Poly and Project Jupyter steering council permits.

This position is remote/work from home with a requirement to work standard business hours in the Pacific Time Zone. Should operations return to the office this role will return to be office based on Cal Poly campus.

Minimum Qualifications

Minimum of 2 years of related professional experience

Bachelor’s degree from an accredited four-year university

Self-motivated, flexible, responsible, resourceful, innovative, and highly independent; comfortable creating professional goals and flagging areas where support is needed

Ability to maintain confidentiality, honesty, and strong ethical reasoning

Demonstrated self-awareness and commitment to values of diversity and equity and inclusion

Exceptional interpersonal skills, including listening and interpretive skills; excellent ability to use tact and diplomacy to effectively and creatively handle a broad range of interpersonal situations with diverse individuals and groups. Ability to effectively interact and support technical staff including scientists, software engineers and designers

Excellent communication skills including teaching skills, report writing skills and public presentation skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing with a thorough knowledge of English grammar, spelling, punctuation, and usage

Show initiative, work independently, and respond appropriately to ambiguity

Excellent project management skills. Ability to prioritize, plan, and organize complex projects in a fast moving and highly collaborative setting. Strong project and time management skills

Ability to effectively use multiple platforms, including social media, to achieve communication goals

Experience in planning, organizing, executing, and promoting complex events in remote locations

Experience in managing, forecasting and planning large complex budgets using Excel, Google Spreadsheets, QuickBooks or other budgeting software. Ability to perform business math, analyze budgetary data, follow general accounting procedures and make accurate projections requiring some inference

Expert computer skills including strong experience with Microsoft Office Suite and online collaboration tools such as Slack, Google Docs/Drive, Dropbox, Zoom, etc.

Ability to use office equipment including copier, scanner and telephone systems

Ability to work some evening and weekend hours, as needed

Ability to travel 2-4 weeks per year

A background check is required for all regular benefited positions

The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment

Possession of a valid California Driver License and satisfactory driving record

Preferred Qualifications

Experience with Adobe Create Suite and an eye for visual design

Experience in software environments or academia

Physical Demands

Hearing and speaking to exchange information in person or on the telephone

Dexterity of hands, fingers, and wrist to operate a computer keyboard and calculator

Seeing to read a variety of materials

Sitting or standing for extended period of time

Physical agility to lift 30 pounds to shoulder height

Physical agility to lift, carry, push, or pull objects

Typical Essential Functions

Track overall project budget and expenses, prepare reports, develop budget forecasts and work with project leadership to incorporate that information into project planning and strategy

Work with the Cal Poly Sponsored Programs Office, the Grants Development Office and funding agencies to oversee the use of grant funds

Stay current on Cal Poly Corporation expenditure policies / procedures including university travel regulations

Provide administrative support to the Director as needed, scheduling appointments, hiring logistics, payroll, note taking at meetings, etc.

Recruit and mentor student interns to assist in technical project initiatives and general operations

Assist with logistics for setting up conference travel

Submit and track requests for reimbursements and purchase orders for project expenses, primarily for supplies and travel

Assist project leadership in editing/writing new grant proposals and the preparation of project reports for funding agencies

Handle all logistics related to the physical space allocated to the project including ordering and maintaining office supplies

Perform other duties, support special projects and activities as assigned

Support and implement strategic communications and marketing initiatives

Coordinate/review content for the project’s blog and websites and copyedit the content of other project staff

Contribute to and periodically review the project’s Twitter/Facebook/LinkedIn social media accounts

Work with the press offices at Cal Poly and UC Berkeley to coordinate and distribute press releases

Work with project leadership, developers and designers to procure and distribute promotional items (stickers, banners, signs, t-shirts) for usage in a wide range of contexts

Manage the communications and marketing aspects of Jupyter presence at conferences. This includes coordinating conference booths, publicizing talks and planning community events around conferences

Hire and mentor part-time and full-time student staff

Direct and monitor team to ensure that they are in compliance with the projects policies and procedures

JupyterCon: Support various aspects of the planning, organization, execution, and promotion of an international user conference. This audience for this event is Jupyter contributors, leadership, users, and institutional partners. In 2020, this event will be online in October; future events may be in person.

Jupyter Community Workshops: Lead all aspects of facilitating a series of local, regional based events which members of the Jupyter Community host and organize. The Coordinator will be the primary contact for Jupyter community efforts to encourage people all over the globe to apply for grants to host events that are strategic in nature to the future of our organization. In 2020 these events may be online with the possibility of returning to normal operations in 2021.

Plan, organize and promote community-based hackathons and PyData Meetups at Cal Poly and ad-hoc meetings for project staff at Cal Poly, UC Berkeley and industry collaborators

Interpersonal Contacts: Full time project staff at Project Jupyter, Cal Poly (Software Engineers, UI/UX Designer, Administrators, Leadership staff). Cal Poly State University faculty members and staff (College of Science and Math, College of Engineering, College of Liberal Arts, etc.). Undergraduate and master’s students at Cal Poly, both interns and general student population. Leadership and staff of the non-profit NumFOCUS Foundation (Project Jupyter’s parent organization) and key project collaborators at UC Berkeley. Funding agencies and industry collaborators/ sponsors (Various foundations and large corporate sponsors/collaborators). Remote team (globally based) of approximately 25 core contributors to Project Jupyter. Millions of worldwide users of Project Jupyter software

Special Instructions to Applicants

Subject to continued grant/center funding.

Cal Poly Corporation provides excellent benefits including medical, dental, vision, life insurance, retirement, paid sick leave/vacation and holidays. Employment is contingent upon the successful completion of a criminal background check, educational and employment verification, and reference check, as required.

AA/ EEO /Disability/Protected Veteran Employer

Open Date

Close Date

Open Until Filled

Review of Applications Begin Date

Posting Specific Questions Required fields are indicated with an asterisk (*).

* Please indicate your level of education. No degree

HS degree or equivalent

Associate's degree

Bachelor's degree

Master's degree

PhD

* How many years of related work experience and/or relevant training do you have? Less than 1

1

2

3

4

5

6+

* Will you have a valid California driver's license with a driving record acceptable to our insurance underwriters at the date of hire if you are the chosen candidate? Yes

No

* Describe your experience supporting the leadership of a medium to large organization. (Open Ended Question)

* Describe your experience managing a complex budget, including any experience with contracts and/or grants. (Open Ended Question)

* Describe the most complex event that you have planned, organized, and implemented. (Open Ended Question)

* Describe your experience writing for a general public audience. (Open Ended Question)

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Keywords: CAL POLY Corporation, Berkeley , Operations Coordinator, Project Jupyter, Other , Berkeley, California

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