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Scientific Programs Specialist

Washington, DC

Posted: 09/10/2019 Employment Type: Full Time Industry: Information Technology Job Number: A Pay Rate: $20 to $25 /hour
Our client has an immediate for a Scientific Programs Specialist is responsible for day-to-day tasks related to our client's scientific affairs portfolio consisting of the Annual Meeting, small scientific meetings, workshops, as well as internal committee meetings. The Scientific Programs Specialist works directly with member volunteers to develop, vet, manage, execute, and evaluate the scientific content and other programs. The Specialist serves as a liaison to other departments on organization-wide initiatives related to content development and evaluation. The Specialist assists the Senior Manager of Scientific Affairs in maintaining the pool of nominations of relevant committees, task forces, and working groups.

Responsibilities:
  • Coordinates day-to-day activities related development, vetting, execution, and evaluation of scientific content at the annual meeting as well as other scientific meetings and workshops
  • Manages scientific content in speaker management database as well as membership database
  • Communicates directly with meetings' participants with regards to their roles and responsibilities
  • Responds to inquiries about scientific programmatic content issues for the annual meeting and other scientific meetings
  • Coordinates peer-review and other evaluation activities for programs and meetings developed by the department
  • Schedules meetings, conference calls, and other events related to Scientific Affairs
  • Provides general operational/administrative support for the department's activities
  • Other duties as assigned
  • Annual Meeting and Small Scientific Meetings
  • Works collaboratively with the Senior Manager of Scientific Affairs Manager and Director of Scientific Affairs to organize and coordinate conference calls and meetings related to the scientific program planning process
  • Supports current, incoming, and newly appointed annual meeting scientific program co-chairs in planning the annual meeting scientific program including Friday Scientific Workshops, Special Scientific Symposia, Scientific Spotlights, Meet-the-Scientists, and Continuing Conversation sessions
  • Coordinates the development of scientific programs by working directly with the scientific committees, Committee on Scientific Affairs, and steering committees for small meetings
  • Assists with vetting of the draft scientific programs in preparation for Program and Executive Committee approval
  • Communicates with program participants, tracks speaker acceptance and submission of appropriate information, including session description and abstracts
  • Maintains the speaker management system
  • Maintains online community engagement portals
  • Develops and executes peer-review process and other evaluations of scientific programs pertaining to Scientific Affairs
  • Assist in the review of meetings' schedule and scientific program content for marketing purposes
  • Serves as a primary contact for scientific program participants
  • Provides logistics support including facilitating staff assignments and providing appropriate orientation, reviewing speaker benefits, following-up on speaker logistics, expense reimbursement processing and tracking, etc.





  • 3 years of experience planning, executing, and evaluating content of educational programs
  • Bachelor's degree or equivalent experience
  • Ability to interact and communicate effectively with staff, volunteer leadership, meeting attendees, and vendors
  • Experience in programmatic project management, excellent organizational skills, and attention to detail
  • Ability to multi-task, manage multiple deadlines and assignments simultaneously
  • Ability to work under pressure and conduct oneself in a professional manner
  • Experience in speaker management and customer service
  • Experience in the use of databases (knowledge of TIMSS/Personify database preferred)
  • Experience in the use of speaker management system (knowledge of Confex desired)
  • Excellent oral and written communication skills
  • Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint
  • Experience in handling confidential information
  • Prior experience in a not-for-profit environment preferred
  • Prior experience in a scientific/clinical/medical education preferred

Rachel Cruea

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