Scientific Working Groups and Committees (SWC) Coordinator

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
• 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

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 developing and maintaining standard operating procedures and other internal governance documents
• Experience conducting User Acceptance Testing for websites
• Interest in public health, clinical research and/or clinical and translational science

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