Program Manager, Registration and Aquarium Operations

Job Description

Job Description

About the California Academy of Sciences

Founded in 1853, the California Academy of Sciences is a globally renowned, AZA-accredited non-profit scientific and cultural institution located in the heart of San Francisco's Golden Gate Park. Home to a world-class planetarium, aquarium, rainforest, research institute, and natural history museum—all under one living roof—our mission is to regenerate the natural world through science, learning, and collaboration.

Our living collection reflects Earth's vast biodiversity, consisting of nearly 60,000 animals representing over 800 species. Our research collections are the largest west of the Mississippi,  spanning nearly 46 million plants, animals, fossils, and cultural artifacts from across the globe and throughout history. Our diverse team includes leading biodiversity scientists, educators, storytellers, designers, and communicators who are passionate about advancing knowledge and catalyzing action through science and storytelling.

Whether you're conducting research behind the scenes 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 Steinhart Aquarium is currently seeking a Registration and Operations Manager to join our team. Reporting to the Curator of Aquarium Operations, this position is split between registration and recordkeeping (approximately 60% of duties) and managing departmental operations (approximately 40% of the role). As the lead registration staff member, you will oversee the Institutional Recordkeeping Program for the Steinhart Aquarium, and ensure that all records are kept up to date and in accordance with the best practices and industry standards set by the Association of Zoos and Aquariums (AZA). Working with minimal oversight and supervision, you will be accountable for managing and maintaining the collection inventory, animal transactions (loans, acquisitions and transfers), births and deaths, transfers between enclosures, behavioral and reproductive notes, and similar program elements. This role ensures that our record-keeping system provides sufficient detail to enhance husbandry, breeding, conservation and medical health advancements to move forward the critical knowledge of species through permanent, retrievable documentation. Operational duties include tracking safety and compliance programs, scheduling meetings and staff training sessions, and coordinating the recruiting and onboarding of departmental volunteers. Work schedule may include weekends, evenings and holidays.

Organizational Culture

When you join the California Academy of Sciences, you become part of a mission-driven community that values curiosity, collaboration, and innovation, and celebrates its accomplishments together. Staff share a commitment to executing a new strategic plan that will strengthen the organization's financial foundations, cultivate a vibrant internal culture, and foster smart growth to secure the Academy's future.

We hope you are inspired by what we do and are motivated to contribute to our mission. 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 based in San Francisco, California. The specific onsite/hybrid schedule for this position is listed below.

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.

About the Steinhart Aquarium Team 

Steinhart Aquarium is one of the most biologically diverse and interactive aquariums on Earth. Home to more than 60,000 live plants and animals, representing more than 1,000 unique species, it offers guests an unprecedented view of underwater and terrestrial habitats. 

Key Responsibilities

A critical aspect of this position is maintaining the Steinhart Aquarium Institutional Recordkeeping Program, and assisting departmental managers in maintaining all protocols, procedures, recordkeeping and standards. Responsibilities related to managing the Steinhart Aquarium's animal database, digital workflow, and federal and state permits are expected to account for approximately 60% of the role. These include: 

• Animal Records Database – independently responsible for ensuring the accuracy and integrity of our animal collections data in the ZIMS global database, tracking the daily ins and outs of the collection through departmental systems such as PI Reports and Mortality Reports. Trains and onboards all new staff to our recordkeeping systems, policies, and standards, and activates/deactivates staff ZIMS accounts. Ensures that all records are kept up to date and in accordance with the best practices and industry standards set by the Association of Zoos and Aquariums (AZA). 
• Permits – independently responsible for ensuring that all departmental state and federal permits are accurate, up to date, and renewed on schedule, and that all annual reporting requirements are completed on schedule.
• Formstack – independently monitors, maintains, and updates our digital workflow and permissions systems in the Formstack software platform. 
• Google Suite – independently monitors, maintains, and updates our Google sites page, team drives, and Google email groups. 
• Graphics – processes new graphic ID requests for the Steinhart Aquarium and Rainforest exhibits. Collaborates with the Steinhart biologists, IBSS scientists, and Experience Studio to create and produce both digital and printed graphics. 

Duties related to departmental operations and administration are expected to account for approximately 40% of the role. These include: 

• Safety & Compliance – supports the Curator of Aquarium Operations to ensure that we are operating within all safety and regulatory guidelines (Academy, AZA, OSHA, USDA, etc.). Onboards new staff members, manages key and badge access for the department. 
• Departmental Administration – schedules and tracks our departmental meetings, ensures timely competition of all safety training, takes and distributes meeting minutes, as necessary, tracks key departmental assets (computers, radios), coordinates the onboarding of new aquarium staff, and manages departmental accounts with vendors (e.g. FedEx). 
• Volunteer Management – coordinates volunteer recruitment and placement, tracks check-ins and maintains training logs, and serves as liaison between the aquarium and volunteer services. 
• Participates in relevant Academy committees and workgroups, professional associations and partnerships with outside organizations.
• Presents science and educational programs to the general public, media and in professional meetings.
• Interacts with professional colleagues, guests, the media and the general public in a professional manner.
• Follows all Academy safety regulations.
• Performs other job-related duties as assigned.

Qualifications: 

Experience and/or Education:

Required:

• Must have completed three (3) years in a paid full-time registration role, or similar position(s) in a public aquarium or zoo. 

Preferred:

• Bachelor's degree in Biology, Zoology, Marine or Aquatic Biology or a related field.

A successful candidate will have the following:

• Advanced working knowledge of public aquarium and zoo operations, including record keeping, and permitting.
• Knowledge of concepts, principles, and practices of professional museum and zoo registration methods and standards.
• Knowledge of inventory accession and record-keeping practices.
• Knowledge of zoological nomenclature, zoology and taxonomy.
• Knowledge of the laws regulating animal acquisition, disposition, exhibition, husbandry standards, and transportation into California, within the U.S., and abroad is desirable.
• Knowledge of statistics and population management skills is desirable. 
• Experience with computers, Google suite and similar workplace applications, and animal recordkeeping software (especially ZIMS).
• Ability to collect and collate information from a variety of sources into concise and accurate reports.
• Excellent verbal and written communication skills.
• Excellent attention to detail and organizational skills.
• Working knowledge of USDA and AZA standards for animal care and welfare.
• Ability to work weekends, evenings, and holidays.
• Effective verbal and written communication skills.
• Effective organizational and problem solving skills.
• Ability to multitask, adapt, and prioritize.
• Ability to work as a member of a team and engage in a culture that promotes trust, respect, and accountability.
• Ability to read and interpret documents such as departmental protocols, safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to utilize web-based communication and collaboration applications.

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. 

• Ability to perform repetitive motions 75% of the time.
• Requires the ability to stand, sit, walk, and reach with hands and arms, and talk or hear.
• Must be able to work a computer. 
• Must be able to climb stairs and ladders.

Compensation and Benefits: The salary for this position is $82,202.00. 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/On site, 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 the San Francisco Fair Chance Ordinance (SF Police Code, Article 49).