Scientific Working Groups and Committees (SWC) Coordinator - ON-CALL
The SWG-C Coordinator will work with a multi-disciplinary team overseeing the activities under an NIH contract to support a large research consortium. The SWG-C Coordinator will provide coordination, logistical, and programmatic support to scientific working groups and committees. The SWG-C Coordinator will support the following tasks:
-
Provide end-to-end meeting coordination, including scheduling, agenda and material development, stakeholder communications, live session support (run-of-show, timing, troubleshooting), and post-meeting follow-up (summaries and action items).
-
Follow standard operating procedures (SOPs) and collaborate with team to develop and maintain SOPs as needed.
-
Coordinate with scientific leads to develop meeting agendas, session materials, and presentation flow aligned with working group objectives.
-
Coordinate with presenters/speakers to collect materials, communicate deadlines, and support meeting readiness.
-
Maintain membership and email lists for groups and committees.
-
Maintain and update online informational resources and content management systems (CMS), including meeting calendars, project descriptions, and status updates.
-
Manage group communications, including responding to inquiries and drafting/disseminating meeting-related communications (e.g., invites, reminders, summaries, and updates).
-
Maintain and update structured tracking tools (e.g., Excel or similar systems) to monitor action items, decisions, deliverables, publications, and meeting milestones; track progress and escalate risks or delays as needed.
-
Participate in cross-team process improvement and problem solving activities.
-
Participate in feature development discussions and user acceptance testing (UAT) for website releases.
-
Support planning and execution of in-person meetings, including preparation of materials, meeting promotion, and on-site coordination (travel required).
-
Coordinate across internal teams (scientific, communications, logistics, and technical teams) and client stakeholders to ensure alignment and timely execution of tasks.
-
Support adherence to federal and organizational requirements (e.g., accessibility/Section 508, document standards) for meeting materials.
Required Qualifications Experience and Skills
-
Bachelor’s degree from an accredited college or university
Preferred qualifications
-
Experience supporting large, multi-stakeholder research consortia or federally funded programs, scientific committees or working groups
-
Experience with planning and supporting onsite meetings or conferences
-
Experience managing spreadsheets and structured tracking tools (e.g., Excel, Smartsheet, or similar) to support project coordination
- Experience working with remote teams
-
Experience conducting User Acceptance Testing for websites
-
Interest in public health, clinical research and/or clinical and translational science
-
1+ year of relevant professional experience
-
1+ year of experience with Microsoft Office 365 products including Teams, Outlook, Excel, and PowerPoint
-
1+ year of experience facilitating virtual meetings such as Zoom or MS Teams
-
1+ year of experience taking meeting minutes/notes for highly technical/scientific meetings
Professional Skills
-
Exceptional organizational skills and experience managing and coordinating projects/tasks
-
Excellent written and oral communication skills and attention to detail
-
Experience working in a team setting and collaborating with others to effectively carry out tasks
-
Ability to manage multiple concurrent tasks and competing priorities in a deadline-driven environment
-
Strong attention to detail with ability to track and follow through on complex action items across multiple groups
Bot and Third-Party Applications
Please note that this application must be submitted directly by the applicant for consideration. Failure to do so may result in the application being excluded for considerat