Program Coordinator – Lisa Dean Moseley Foundation Institute for Cancer and Blood Disorders

Nemours is seeking a Program Coordinator for the Lisa Dean Moseley Foundation Institute for Cancer and Blood Disorders to join our team in Wilmington DE.

The Project Coordinator is a multifaceted role that combines project coordination event management and administrative support for the Moseley Institute and Division Chief. This position is responsible for coordinating and supporting the planning execution and evaluation of key Institute initiatives programs and events while ensuring effective communication stakeholder engagement and operational follow-through.

The Project Coordinator serves as a central resource for managing project timelines tracking deliverables coordinating meetings and events and facilitating collaboration across addition the role provides comprehensive administrative support to the Division Chief assisting with strategic priorities scheduling communications and the day-to-day operations of the Institute. Through a combination of organizational project management and relationship-building skills this position helps ensure the successful implementation of the Institutes initiatives and achievement of goals.

Essential Functions:

Event Planning and Project Management:

1. Work collaboratively with the Education Programs Office to source and schedule event spaces including the bi-annual Lisa Dean Moseley Foundation Institute Symposium considering capacity and suitability for various event types
2. Coordinate logistical aspects of event participation including setup signage equipment rentals catering travel arrangements and accommodations.
3. Contract management including vendor relationships vetting and negotiating agreements with caterers AV providers and other event vendors
4. Project management: as part of the Moseley team responsible in the planning implementation and monitoring of assigned programs. Responsible for developing project management tools to ensure timely execution of events. Monitor project timelines and ensure tasks and objectives are completed effectively and efficiently. Foster clear and regular communication among team members stakeholder and community partners. Proactively identify and mitigate challenges proposing actionable solution to maintain project momentum.
5. Manage the Moseley Institute Grant Dashboard (Endowed Researchers Program) overseeing the tracking of disbursements payment dates balances funding sources and assigning grant numbers. Enter new grants and ensure accuracy in documentation. Work proactively with team members to notify them when reports are due.
6. Maintain the Advisory Board and Strategic Review Board membership by updating details in a master spreadsheet adding members and managing listservs. Generate reports for the team to streamline communications and planning.

Marketing and Promotional Materials:

1. Project management marketing materials with marketing and communications with the marketing team to develop meeting materials ensuring timely delivery and adherence to brand guidelines
2. Responsible for ordering and maintaining marketing material for Moseley Institute events and conferences track an accurate inventory of materials
3. Manage and maintain the Moseley Symposium website working with Moseley team and web developers

Budget and Contract Management:

1. Support the development and management of the event budgets ensuring cost-effective allocation of resources and adherence to financial targets
2. Responsible for tracking expenses reconcile invoices and provide budget status for events and the department
3. Code and process all departmental invoices using ensuring timely tracking of payments and providing clear invoice details to new vendors. Facilitate seamless budget operations by reconciling discrepancies without supervision.

Administrative:

1. Provide daily administrative support and calendar management for Division Chief of the Moseley Institute.
2. Manage travel arrangements including international travel and create detailed itineraries as needed.
3. Ad hoc projects as needed.

Requirements:

High School Diploma

Knowledge and experience in event management; degrees are helpful but not required with relevant work experience.

35 years of experience providing administrative support to senior leadership with demonstrated ability to support operations and manage projects.

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