Scientific Working Groups and Committees Coordinator – On-Call

This is a fully remote position, open to applicants in United States.

📋 Description

• Oversee comprehensive meeting coordination, encompassing scheduling, agenda creation, material preparation, stakeholder communications, live session assistance, and follow-up after meetings.

• Adhere to standard operating procedures while contributing to the development and maintenance of SOPs.

• Collaborate with scientific leads to formulate meeting agendas, session materials, and the flow of presentations.

• Work with presenters and speakers to gather materials, communicate deadlines, and ensure meeting readiness.

• Keep updated membership and email lists for various groups and committees.

• Update and maintain online informational resources and content management systems, including meeting calendars, project descriptions, and status reports.

• Handle group communications, addressing inquiries and meeting-related correspondence.

• Utilize structured tracking tools to monitor action items, decisions, deliverables, publications, and meeting milestones; track progress and escalate any risks or delays.

• Engage in cross-team process improvement initiatives and problem-solving efforts.

• Participate in discussions regarding feature development and user acceptance testing for website updates.

• Assist in the planning and execution of in-person meetings, which includes materials preparation, promotion, and on-site coordination.

• Collaborate across scientific, communications, logistics, and technical teams, as well as with client stakeholders.

• Ensure compliance with federal and organizational requirements, including accessibility/Section 508 and document standards.

⛳️ Requirements

• Bachelor’s degree from a recognized college or university.

• At least 1 year of relevant professional experience.

• A minimum of 1 year of experience with Microsoft Office 365 applications, including Teams, Outlook, Excel, and PowerPoint.

• At least 1 year of experience in facilitating virtual meetings using platforms such as Zoom or MS Teams.

• A minimum of 1 year of experience in taking minutes/notes for highly technical or scientific meetings.

• Outstanding organizational skills with experience in managing and coordinating projects and tasks.

• Excellent written and verbal communication skills, with a keen attention to detail.

• Experience working within a team environment and collaborating effectively with colleagues to accomplish tasks.

• Ability to juggle multiple concurrent tasks and competing priorities in a fast-paced, deadline-oriented setting.

• Strong attention to detail, with the capability to track and follow through on intricate action items across various groups.

• Willingness to travel for in-person meetings.

🏝️ Benefits

• Equal opportunity employer.

• Reasonable accommodations for disabled veterans, individuals with disabilities, and those with sincerely held religious beliefs.

• Confidential accommodation support during the application and employment process.