Events and Program Coordinator (Nonprofit Organization)

Events and Program Coordinator 

This is a hybrid position with occasional travel that will include evenings and weekends 

The Osteosarcoma Institute (OSI), a Dallas-based 501(c)(3) public charity, is seeking a full-time (32 to 40 hours per week) Events and Program Coordinator in the North Texas area to help grow our organization and advance our mission to dramatically increase treatment options and survival rates in osteosarcoma patients through identifying and funding the most promising and breakthrough osteosarcoma clinical trials and science.  

About the Osteosarcoma Institute 

Osteosarcoma is a bone cancer that primarily affects adolescents and young adults, and research has not made significant progress in improving outcomes or identifying new therapies for osteosarcoma patients in over 40 years. About one-third of patients die from the disease within five years of diagnosis. This is a challenge addressed by the OSI; a nonprofit organization dedicated to dramatically improving the life expectancy of patients diagnosed with osteosarcoma. 

Launched in 2017, the OSI is a virtual research institute with an office in Dallas, Texas. The OSI is guided by an active Strategic Advisory Board comprised of expert physicians, scientists, and other leaders in cancer research from across the country. Through a comprehensive, peer-reviewed process, we fund clinical trials and related studies, and translational research to advance our understanding of osteosarcoma and improve patient outcomes. This dedication to improving the lives of osteosarcoma patients makes the OSI a dynamic and passionate organization offering significant potential for growth. 

Position Summary 

The Osteosarcoma Institute is seeking a dedicated and organized individual to join our growing team as the Events and Program Coordinator. This position plays a key role in supporting our Development Manager with fundraising efforts and special events, while also assisting our Scientific Program Manager in the coordination of scientific initiatives and meetings. The ideal candidate will be passionate about our mission, have a positive and collaborative attitude, and be able to coordinate projects and events from start to finish.  

Based on a 40-hour work week, the annual salary for this position ranges from $48,000 to $53,000, commensurate with experience. Our comprehensive benefits package includes health and dental insurance, 401(k) with employer contribution, short-term disability, and life insurance. Additionally, OSI provides paid holidays and generous paid time off, including vacation and sick leave. 

We are a small but dynamic organization with a close-knit team, offering professional growth opportunities and a supportive environment. While we may not have the same resources as larger organizations, we provide a unique and rewarding experience for individuals looking to make a direct impact. As both the role and the organization evolve, there may be opportunities for this position to grow and take on additional responsibilities. 

This position will work in the office on Mondays, Tuesdays, and Thursdays and remotely on Wednesdays and Fridays from 9am to 5pm CT. All the technology needed will be provided. 

The responsibilities of this position will include: 

Scientific Program Support:  

• Work closely with the Scientific Program Manager to organize symposia, webinars, and other educational meetings focused on osteosarcoma research and treatments. 
• Help with the preparation of program materials, scientific reports, and other documents. 
• Collaborate with the Finance Department to ensure accurate and timely payments for scientific programs.  
• Support collaborations with researchers, healthcare professionals, academic institutions, biopharmaceutical companies, and patient advocates.  
• Assist in tracking and reporting progress of ongoing scientific initiatives, including milestones, deliverables, and key outcomes. 
• Help maintain and update the Institute's online presence, ensuring that information about scientific programs is current and accessible to stakeholders. 

Fundraising and Special Events Support: 

• Serve as the primary OSI support staff for community fundraising events and campaigns, ensuring that all aspects of the event are well-executed and aligned with the OSI's goals, while maintaining confidentiality and respect for donor privacy. 
• Balance the needs and objectives of event hosts with the OSI’s mission when supporting event planning and execution. 
• Manage multiple event schedules simultaneously, ensuring deadlines and details are met across various projects. 
• Serve as an OSI representative at fundraising events, providing on-site support and troubleshooting to ensure smooth operations. 
• Assist in creating event materials, such as sponsor forms, tickets, marketing collateral, event websites, invitations, and presentations. 
• Oversee event-related communications, including social media and email outreach, in coordination with the Development Manager. 
• Maintain an up-to-date donor database, tracking interactions with donors, volunteers, and event participants to ensure accurate and comprehensive records. 
• Analyze and report on event data to measure fundraising success and help inform future event strategies. 

Qualifications 

• A bachelor's degree required 
• A minimum of 2 years of experience in nonprofit work, with a focus on development (fundraising, events) and/or program management (4 years of related experience preferred)  
• Ability to work with diverse stakeholders, including researchers, donors, volunteers, and patients 
• Proficiency in Microsoft Outlook, Teams, OneDrive, and Zoom 
• High attention to detail and problem-solving skills 
• Experience with donor database management is required, with experience in EveryAction preferred 
• Familiarity with event planning and fundraising tools/platforms 
• Ability to manage attendance, tickets, and members through digital platform 
• Sincere enthusiasm about supporting programs and fundraising for a good cause  
• Knowledge of medical research and philanthropic community is a plus  
• Must be self-motivated and act in a manner that will reflect positively on the organization  
• Ability to work politely and professionally with coworkers, prospects, donors, and volunteers 
• Excellent time management skills with a proven ability to meet deadlines 
• Excellent interpersonal and customer service skills 
• Excellent organizational skills and attention to detail 
• Mindset of no job being too big or too small 
• Self-starter attitude with an ability to organize and prioritize work that will directly contribute to raising funds for osteosarcoma research  
• Exceptional verbal and written communications skills 
• A motivation to work for a small, actively growing organization and make a noticeable impact on OSI’s mission 
• Must be able to work independently on some tasks and collaborate with a team on others  

Additional Requirements 

• Ability to travel for on-site event support as needed. Travel will include evenings and weekends, typically 2 to 4 days per month, with increased travel in April/May and September/October. Some months may require no travel.  
• Ability to work remotely from home  
• Must have strong and reliable internet access from home  
• Prolonged periods sitting at a desk and working on a computer 
• Ability to lift and carry up to 15 pounds at a time 

To qualify for this position, applicants must be legally authorized to work in the United States. The Osteosarcoma Institute, Inc., is an equal opportunity employer and does not discriminate on the basis of race, religion, color, national origin, age, sex, gender, sexual orientation, disability, or any other characteristic protected by law. 

To Apply: Please send a resume and cover letter to employment@osinst.org with the subject line “Events and Program Coordinator”. The anticipated start date for this role is May 2025. 

Classification: Exempt   

Departments: Development; Scientific Programs 

Reports to: Development Manager; Scientific Program Manager