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Position Title: Fellowship Coordinator

Position Type: Temporary, Part-Time, through September 2027

Reports to: Program Manager, Fellowships

Work Schedule: Up to 25 hours a week

Location: Candidate must reside in the Greater Bay Area region.

Remote role with occasional travel to support events in-person across Greater Los Angeles and Greater Bay Area regions.

Biocom Institute is a 501(c)(3) organization established in 2008 by Biocom, the advocate for California’s life science sector. Our mission is to develop and promote a skilled and diverse pipeline of talent to accelerate the growth of California’s life science ecosystem. We collaborate with the life science industry, government, non-profits, community college systems, institutions of higher education, and other stakeholders to meet and anticipate the workforce needs of the life science community and to promote the advancement of life science talent throughout the world.

Position Summary:

The Fellowship Coordinator will provide day-to-day coordination and administrative support for Biocom Institute’s Life Science Career Fellowship, with a focus on the Greater Los Angeles and Bay Area cohorts. The Coordinator will support fellow and mentor recruitment, participant onboarding and matching, engagement and attendance tracking, surveys and data collection, event logistics and onsite execution, and program reporting. This role will work closely with program leadership and internal and external partners to ensure a well-organized, responsive, and positive Fellowship experience for participants.

Key Duties & Responsibilities:

• Coordinate fellow and mentor recruitment activities, including outreach to partner institutions and industry networks, recruitment communications and presentations, informational sessions, applicant tracking and follow-up, and coordination of industry partner meetings to support mentor recruitment and company tour opportunities.
• Maintain accurate program records and documentation, including fellow and mentor records, recruitment and communications tracking, program files, attendance records, and other documentation required for program administration and reporting.
• Coordinate the mentor–fellow matching and onboarding process, including match tracking, participant communications, scheduling, onboarding activities, and Meet & Greet logistics.
• Support fellows and mentors throughout the Fellowship, including monitoring participation and engagement, maintaining attendance records, sending event reminders and follow-up communications, administering pre-, mid-, and post-program assessments and surveys, tracking completion, and escalating participation concerns to program leadership as appropriate.
• Coordinate Fellowship events and activities across the Greater Los Angeles and Bay Area regions, including networking events, company tours, Career Expo activities, and other assigned programming. Support event logistics and provide onsite coordination, including venue coordination, agendas, RSVP tracking, participant communications, speaker and volunteer coordination, event setup and breakdown, check-in, attendance tracking, troubleshooting, and post-event follow-up.
• Support Fellowship communications and engagement, including coordinating social media content for event promotion and post-event highlights and maintaining responsive, professional communication with fellows, mentors, education and industry partners, and internal Biocom Institute staff.
• Collect, maintain, and report program data, including quantitative and qualitative participant data, engagement metrics, surveys and assessments, success stories, impact summaries, routine program updates, and other reports and documentation to support program evaluation and grant reporting.
• Provide administrative support for Fellowship operations, including budget tracking, expense documentation, grant reporting, and other program coordination needs, and perform other duties consistent with the goals and objectives of the position as assigned.

Required Qualifications:

• Minimum of 3 years of relevant professional experience in program coordination, event coordination, workforce development, education, nonprofit programming, life sciences, or related field. An associate or bachelor's degree in a related field is welcomed but not required.
• Demonstrated experience coordinating multiple program activities, events, stakeholder schedules, and competing priorities, while maintaining strong organization, accuracy, and attention to detail.
• Experience supporting day-to-day program operations, including maintaining accurate records, coordinating schedules, tracking program activities, and managing administrative processes.
• Experience supporting volunteer or community-based programs, including volunteer recruitment, onboarding, engagement, communication, and relationship management.
• Strong verbal, written, and interpersonal communication skills, with the ability to effectively engage diverse audiences across various professional levels, including program participants, volunteers, mentors, industry partners, and senior leaders.
• Demonstrated professionalism and discretion when handling confidential or sensitive participant, volunteer, partner, and organizational information.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Microsoft Forms, as well as Google Workspace.
• Ability to work independently, take initiative, and manage responsibilities while collaborating effectively within a small, dynamic team.
• Flexibility to support programming outside of standard business hours, including occasional evenings. Availability on Wednesdays is particularly important, as events may be scheduled during daytime or evening hours.
• Commitment to Biocom Institute’s mission of strengthening California’s life science workforce.

Preferred Qualifications:

• Experience supporting cohort-based programs, fellowship programs, workforce development initiatives, career development programs, or other participant centered programming.
• Experience coordinating events and programs involving multiple external stakeholders, such as employers, educational institutions, volunteers, community organizations, or industry partners.
• Experience using Salesforce, a similar CRM, or database system for participants, stakeholders, or program tracking.
• Working knowledge of Canva and experience creating or updating program materials, event materials, and communications.
• Familiarity with the life science industry, workforce development, higher education, or career readiness programming.
• Demonstrated resourcefulness, sound judgment, adaptability, and a solutions-oriented approach when managing changing priorities and program needs.

Working Conditions:

Office environment with a mix of remote and in-person program coordination as assigned. Some travel within the Greater Los Angeles and Bay Area regions, as well as evenings and weekends, may be required to support Fellowship events.

Physical Requirements:

This position may require event setup and breakdown, transporting program materials and supplies, standing for extended periods during events, and lifting boxes or materials weighing up to 50 lbs.