Project and Communications Coordinator

Job Description: Program and Communications Coordinator

Location: Hybrid in Austin, TX, United States

Reports To: Executive Director

Salary Range: $40,000 - $45,000

About The Infusion Access Foundation

The Infusion Access Foundation (IAF) is a nonprofit focused on improving access to infused and injected medications for patients who need them. We work alongside patients, caregivers, clinicians, and partners to elevate patient voices, shine a light on access challenges, and strengthen the chronic and rare disease community.

We are a small, collaborative team that believes meaningful change happens when people feel supported, heard, and connected. Our work is mission-driven, patient-centered, and rooted in real-world impact.

Role Summary

The Program and Communications Coordinator plays a key role in keeping IAF running smoothly day to day. This role supports logistics, operations, events, projects, and the execution side of our communications work. From packing conference booth materials to scheduling social media posts, this position helps turn ideas and plans into action.

Why This Role Matters

This role is a great fit for someone early in their career who enjoys staying organized, checking things off a list, and supporting a team doing meaningful work. It is an execution-focused role, not a strategy or management position.

This role helps make our mission possible. By keeping operations organized, supporting communications execution, and helping programs run smoothly, the Program and Communications Coordinator gives the rest of the team the space to focus on advocacy, storytelling, and impact. The work may happen behind the scenes, but it directly supports patients and providers across the country.

Our Culture

IAF is a collaborative, kind, and mission-driven workplace. We value clear communication, accountability, curiosity, and a willingness to help one another. We believe good work happens when people feel respected, supported, and connected to the mission.

What You’ll Be Doing

Keep the Organization Moving

• Manage everyday logistics like checking the P.O. box, processing mail, and routing checks or correspondence to the right team member.
• Order and restock supplies, swag, printed materials, and other essentials.
• Help keep shared folders, files, logos, and templates organized and up to date.
• Coordinate printing, shipping, and fulfillment needs for programs and outreach.
• Support expense tracking by collecting invoices, receipts, and documentation.

Supporting Events & Conferences

• Pack, ship, and track materials for conferences, events, and speaking engagements.
• Manage return shipments and restocking after events.
• Keep an accurate inventory of booth materials, brochures, giveaways, and displays.
• Help with travel logistics such as booking assistance or confirmations when requested.
• Support light on-site logistics at events when travel is needed.

Supporting Projects & the Team

• Provide coordination and administrative support for projects and events.
• Track tasks, deadlines, and follow-up items so nothing falls through the cracks.
• Prepare meeting notes and help route follow-ups to the right team members.
• Assist with fundraising activities like preparing mailings, pulling lists, supporting stewardship efforts, and maintaining donor files.
• Jump in on small cross-team tasks as needed and communicate clearly along the way.

Communication & Digital Support

• Schedule approved content across social media platforms using our content calendar.
• Pull graphics, templates, and videos from Canva and prep them for posting.
• Review content for grammar, clarity, formatting, and consistency before it goes out.
• Proofread social posts, email drafts, short web updates, and basic outreach materials.
• Apply existing style and accessibility guidelines using provided templates.
• Upload approved content into social platforms, email tools, or websites as directed.
• Monitor comments and messages and flag anything that needs a staff response.
• Track basic engagement metrics and help support routine reporting.
• Keep our content libraries organized and up to date.

Key Competencies:

• Dependable and consistent in following through on recurring tasks and deadlines.
• Organized and detail focused, especially when managing multiple projects at once.
• Clear communicator who keeps the team updated and is comfortable asking questions.
• Collaborative teammate who enjoys working in a small, mission-driven environment.
• Comfortable with execution work, from packing boxes to scheduling posts.
• Resourceful and solution oriented when handling day-to-day logistics.
• Aligned with the mission, with a genuine interest in supporting patients and the infusion/injection community.

Qualifications:

Required

• One to three years of experience in an administrative, communications, events, or program support role (can include internships or school employment).
• Strong organizational skills and attention to detail.
• Comfort using tools like Canva and shared document systems.
• Ability to manage multiple tasks and shifting priorities.
• Clear written communication skills.
• Ability to work independently in a remote environment.
• Comfort packing, lifting, and shipping event materials.

Nice to Have

• Experience using tools like Zoho, ClickUp, and Wordpress.
• Experience supporting conferences, events, or trade shows.
• Familiarity or personal connection with a chronic illness, nonprofit, or mission-driven work.

Travel Expectations

• Occasional travel for conferences or events, approximately two to four times per year.
• Travel will primarily support event logistics and on-site coordination.

Health insurance reimbursement; unlimited PTO, life insurance, and more. Full benefits package can be provided on request.

Proficient in English; fluent in Spanish as well is a plus