[Remote] CCEP Program Coordinator/Administrative Coordinator

Note: The job is a remote job and is open to candidates in USA. The Public Health Institute (PHI) is an independent nonprofit organization dedicated to promoting health, well-being, and quality of life through public health research and innovation. The Program Coordinator provides administrative, project management, financial, event coordination, communications, and graphic design support for the Childhood Cancer and the Environment Program, including coordinating events, tracking budgets, and developing digital content.

Responsibilities

• Provide general administrative support, including scheduling, correspondence, document preparation, and file management
• Maintain internal systems such as contact databases, shared drives, and reporting metrics data
• Assist participants and speakers with sponsored travel contracts and reimbursements
• Ensure timely completion of reports, documentation, and work plan deliverables
• Track expenditures and assist in monitoring budgets across programs
• Process invoices, purchase requests, reimbursements, and expense documentation
• Coordinate with finance staff to ensure expenses meet funder and organizational requirements
• Coordinate with CCEP consultants for invoicing and budget tracking
• Serve as backup support to the Communications Lead as needed
• In cooperation with CCEP faculty, plan, coordinate, and manage logistics for meetings, trainings, workshops, and public events
• Handle venue coordination, vendor communication, equipment needs, and participant registrations
• Prepare agendas, materials, sign-in sheets, and post-event summaries and evaluations
• Schedule and write event postings for websites, newsletters, and social media
• Send invites to the mailing lists and provide technical support for live CCEP-hosted webinars
• Track event-related expenses and maintain event records
• Travel and provide in-person support for larger CCEP training events as needed (estimated 3 in-person events per year)
• Draft, schedule, and publish social media content across organizational platforms
• Maintain a content calendar aligned with programs, events, and organizational priorities
• Assist with monitoring engagement and compiling basic analytics
• Support email communications and newsletters as needed
• Design flyers, social media graphics, and basic marketing materials
• Ensure visual materials align with brand guidelines and accessibility standards
• Organize and maintain digital asset libraries and templates
• Collaborate with staff to translate program content into clear, engaging visuals
• Support the Communications Lead with video editing, posting, and updating CCEP content on the PEHSU website
• Coordinate with CCEP faculty and CCEP partners to develop newsletter content, including writing blog posts, interviews, and other creative writing projects
• Perform other duties as assigned

Skills

• 5 years of professional administrative support or coordination experience
• Associate degree or substitute with two additional years of related experience
• Strong organizational, time management, and multitasking skills
• Excellent written and verbal communication skills
• Ability to manage multiple deadlines with minimal supervision
• Proficiency in Microsoft Office
• Experience using social media platforms for professional or organizational purposes
• Basic to intermediate graphic design skills (e.g., Canva, Adobe Creative Suite)
• Attention to detail and accountability
• Ability to work independently and collaboratively
• Strong problem-solving skills
• Adaptability in fast-paced, mission-driven environments
• Professional discretion and confidentiality
• Ability to effectively work with diverse project leadership and staff
• Ability to conduct occasional travel and evening or weekend work for events as required
• Experience working with federally funded non-profit organizations
• Familiarity with grant compliance, documentation, and reporting requirements
• Experience supporting budgets and financial tracking
• Event planning and execution experience for events involving multiple out-of-town travelers
• Cultural competence and experience working with diverse communities
• Knowledge and work experience in any of the following: public health programs, childhood cancer, environmental health, and/or clinical medicine or medical education

Benefits

• This is a remote, regular full-time position.

Company Overview

Company H1B Sponsorship