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
Job Tags
Work experience placement, Work at office, Day shift, Afternoon shift,