Science Olympiad Program Coordinator

Job Description

Job Description

REPORTS TO: Program & Enrichment Manager
CLASSIFICATION: Non-Exempt, Part-Time
SUPERVISORY POSITION: No

The Mission of Carlsbad Educational Foundation is to invest in our children's future success through education for all students in the Carlsbad Unified School District by developing and funding impactful programs.

Position Summary

The Carlsbad Educational Foundation (CEF) is seeking an enthusiastic, organized, and relationship-focused Science Olympiad Program Coordinator to lead the Science Olympiad program serving roughly 200 students in grades 6–12 across 5 schools in the Carlsbad Unified School District.

This role is ideal for someone who is passionate about STEM education, enjoys working with students and volunteers, and excels at managing multiple priorities in a dynamic environment. The Coordinator serves as the primary leader of the program, overseeing volunteer recruitment, coach support, communications, logistics, budgeting, and competition preparation for three middle schools and two high schools.

The successful candidate is a proactive problem solver who can build strong relationships with students, families, educators, volunteers, and community partners while creating an engaging, organized, and rewarding experience for students and volunteers throughout the Science Olympiad season.

All position responsibilities must be performed in accordance with city, state, federal and Company policy.

Essential Duties & Responsibilities

• Assist with recruiting, onboarding, and retaining volunteer coaches for all Science Olympiad events through community outreach, digital recruiting, and in-person recruitment efforts.
• Coordinate all program operations, including student registration, practice schedules, facilities, equipment, supplies, communications, and season logistics
• Assist in planning and hosting informational meetings for participants and families, as well as volunteer recruitment and engagement events.
• Provide ongoing support, resources, and guidance to volunteer coaches throughout the season to ensure a successful and rewarding experience.
• Serve as the primary point of contact for students, families, faculty advisors, volunteer coaches, and regional Science Olympiad staff.
• Serve as the on-site program leader during practices, ensuring a safe, positive, and inclusive environment for students and volunteers.
• Manage the program budget, including purchasing, expense tracking, and inventory management.
• Coordinate all regional competition logistics, including registrations, materials, and competition-day operations.
• Represent CEF at school events, volunteer recruitment opportunities, event practices, and regional Science Olympiad competitions.
• Partner with faculty advisors to build successful, well-supported teams at each school.

The ideal candidate will have:

• Exceptional organizational and project management skills
• Excellent written and verbal communication
• Experience coordinating programs, events, or volunteers
• A passion for STEM education and youth development.
• The ability to build relationships with students, families, educators, community partners and community volunteers
• Strong problem-solving skills and the ability to manage multiple priorities
• Comfortable working independently while collaborating with a wide variety of stakeholders
• Evening availability during the Science Olympiad season
• Working knowledge of Office 365, Google Workspace, and Canva

Schedule

This is a seasonal position with a flexible, primarily remote schedule for planning and administrative work. During the planning period (July–October, March–April), the position averages approximately 5–10 hours per week.

During the Science Olympiad season (October–March), the position averages approximately 20–25 hours per week. In-person evening availability is required, with team practices typically held Monday through Thursday between 4:00 PM and 7:30 PM. Occasional weekend hours are required to support tournaments, competitions, and other program events.

Why Work at CEF?

• Help inspire the next generation of scientists, engineers, and innovators.
• Join a collaborative team dedicated to expanding educational opportunities.
• Build relationships with passionate educators, volunteers, and community leaders.
• Make a measurable impact on hundreds of students each year.