Job Description

Delaware Bio is seeking a detail-oriented, highly organized, and proactive Administrative Coordinator to provide essential operational and administrative support, including select support for the BioConnect DE workforce development program. This individual will play a key role in ensuring the efficiency of day-to-day operations, supporting high-profile events and programs, coordinating internal and external communications, and assisting leadership on a range of important projects.

This is an excellent opportunity for someone who enjoys working in a mission-driven environment and wants to contribute to the growth of Delaware’s bioscience community and the state and regional economy.

Please note that this position requires on-site support for multiple events throughout the year at various locations across New Castle County. Staff are expected to arrive on-site between 6:45–7:00 a.m. for morning events, and occasional evening availability will also be required.

Position Responsibilities:

Member Support and Operations:

• Serve as primary point of contact for incoming Delaware Bio’s inquiries by phone and email; includes facilitating event registration, handling membership and payment questions etc
• Update and maintain CRM/database records
• Manage member invoicing and billing/payments
• Apply member payments in the CRM and maintain accurate billing records
• Respond to new member inquiries and schedule introductory meetings
• Coordinate the member application process and communications
• Maintain member data and assist with member outreach and engagement
• Help organize outreach related to proxy voting and other board/member actions

Event Coordination:

• Coordinate logistics for Delaware Bio events including site visits, managing food and beverage planning and vendor relationships, preparing run-of-show documents and supporting onsite logistics
• Send invites, manage attendee lists, print badges, and registration materials
• Track attendance, no-shows, and gather post-event feedback
• Coordinate event sponsorship communications and ticket distribution
• Build and oversee events/sponsorship and ticketing in CRM/database
• Respond to sponsor and registration inquiries
• Support fulfillment of sponsor benefits and follow-up communications

Marketing Assistance:

• Post updates to social media and assist with content scheduling
• Maintain and archive news content and newsletters on website
• Assist in collecting and organizing content for digital and email communications

Additional support for the BioConnect DE Initiative including:

• Provide administrative support for BioConnect DE Executive Director
• Support planning and logistics for training events and workforce programs
• Track invoices, attendance, and student participation
• Maintain student databases and assist with communications to/from participants
• Organize and maintain Google Drive/CRM content and course materials
• Prepare and distribute employer/student surveys, collect and organize results
• Assist in compiling grant reports and performance tracking
• Coordinate logistics for mentorship programming and job board management
• Provide general administrative support to cohorts and respond to program related inquires
• Maintain and update Delaware Bio/BioConnect DE career center platform

Qualifications:

• Associate or bachelor's degree preferred; relevant work experience may substitute
• 2+ years of experience in administrative, event, or nonprofit operations roles
• Strong attention to detail and ability to manage multiple tasks independently
• Proficiency with Microsoft Office, Google Workspace, and virtual meeting platforms
• Familiarity with CRM systems, event tools, and basic invoicing
• Excellent communication skills—both written and verbal

You’ll Thrive in This Role If You Are:

• Enthusiastic about mission-driven work in life sciences and workforce development
• Detail-oriented and organized, with excellent time management skills
• Tech-comfortable and eager to learn new tools and platforms
• Friendly and approachable—able to collaborate professionally with members and partners
• An excellent written and verbal communicator
• Self-motivated and comfortable working both independently and as part of a small team

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