Patient Program Coordinator

Job Description

• Coordinate Support Group Meetings, including assembling and mailing invitations.
• Provide support for Zoom accounts for Support Groups, including adding and maintaining licenses, setting up accounts, and scheduling Zoom trainings.
• Assist with the administration of the A1F Educational Scholarship Program by reviewing applications for completeness, following up with applicants, maintaining accurate records, and entering data in the Raiser’s Edge database.
• Monitor patient program email inboxes regularly, respond to inquiries, and route messages to appropriate staff as needed.

• Support registration processes for Education Days and the National Conference, including entering registrations, cleaning and deduplicating data, generating and distributing reports.
• Update and maintain hotel rooming lists for A1F Education Days and the National Conference, coordinate with hotels, and send reservation confirmations.
• Administer CRCE Certificates for Education Days, including reviewing requests, verifying attendance, creating and distributing certificates, and maintaining AARC records and Raiser’s Edge data.
• Support the Patient Outreach Manager to administer Support Group Leader (SGL) Grants and First-Time Attendee Scholarships for the A1F National Conference. Verify eligibility, maintain documentation, follow up with applicants, and track all information in detailed spreadsheets.
• Assist with event preparation for A1F Education Days and the National Conference, including producing name badges, tent cards, registration and packing lists, and coordinating event shipments.

• Develop and manage timelines and checklists for patient program initiatives.
• Coordinate scheduling for Patient Programs department, including volunteer meetings, quarterly SGL calls, Doodle polls, Zoom and Teams meetings, and Outlook calendar invites.
• Work with approved travel agents to book flights and resolve travel issues for speakers, volunteers, and scholarship recipients.
• Process expense reports and reimbursements for speakers, volunteers, and patients.
• Support accounting processes by coding AMEX charges, maintaining invoices, and organizing financial documentation.
• Conduct data entry in Raiser’s Edge database for Patient Programs.
• Assist with Patient Programs and Services committee meeting minutes transcription.
• Maintain and organize department files and invoices in the shared drive.

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances.

If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to

• Background in a nonprofit organization
• Excellent communication skills - verbal and written
• Microsoft office suite – proficiency needed
  • Raisers Edge and/or Luminate Online – experience preferred
• Canva – experience preferred
• Adobe Creative Cloud – experience preferred