Educational Meetings Scientific Programme Coordinator

DESCRIPTION

**Are you looking for a job where you can make a difference and work in a non-profit?**

**Would you like to be a part of an ambitious and international organisation on the cutting edge of science?**

Then this position might be right up your alley.

**The EBMT is a non-profit medical and scientific organisation** **which hosts a unique patient registry** **providing a pool of data to perform studies and assess new trends.**

**Our mission**:
**Save and improve the lives of patients** **with blood-related disorders.**

**Your mission**:
To manage the scientific programme of the Educational Meetings within the EBMT, to increase scientific knowledge among the EBMT community.

**Responsibilities and Tasks**:
**Scientific Programme Management**
- **
Educational Meetings Management**: Oversees the production of meetings that fulfil the needs of EBMT, JACIE, and joint initiatives with sister societies.
- ** Scientific Programme Coordination**:Manages programme development for face-to-face, virtual, or hybrid meetings.
- ** Faculty Engagement and Logistics**: Sends formal invitations, follows up, and coordinates faculty services, in collaboration with the Events team.
- ** Programme Maintenance and Platforms**: Updates and maintains programme-related sections on EBMT meeting websites and manages the virtual programme platform/planner.
- ** Presentation Pre-Recordings**: Coordinates the pre-recording process for virtual or hybrid meetings (platform setup, instructions, reminders, training, content collection, and quality control.
- ** Simultaneous Translation Coordination**: Manages translation processes, including instructions, reminders, slide collection, and timely submission to the operations/translation team.
- ** Accreditation Liaison**:Coordinates with accreditation bodies, including EBAH-CME, Ethical MedTech, Aifa, and others, to meet compliance requirements.
- ** Meeting APP and Virtual Platform Management**: Supports the setup and functionality of the meeting app and virtual platform under the guidance of the Unit Manager.
- ** On-Site Event Support**:

- ** Post-Event Tasks**:Prepares session metrics, handles administrative tasks, and responds to attendee queries about CME credits and Certificates of Attendance.
- ** Project Coordination and Timeline Management**: Schedule and lead joint meetings with Events Unit and Sponsorship Unit to review timelines, responsibilities, and deliverables. Monitor progress, track sponsorship allocations, and update programme details.
- **Content Compliance and Quality Assurance**: Confirm sponsorship entitlements and ensure alignment with programme guidelines.

**Abstracts Management**
- ** Project and Deadline Management**:Develop and manage deadlines and guidelines for abstract submission and review processes.
- **Technical Expertise in Abstract Systems**: Set up and maintain abstract submission systems. Provide technical support to abstract submitters and reviewers.
- ** Stakeholder Communication and Correspondence**: Coordinate with abstract reviewers, submitters, and key stakeholders (physicians, nurses, working parties, statisticians. Send acceptance/rejection letters and final schedules to presenters.
- ** Content Preparation and Quality Assurance**:Prepare materials for review, awards. Manage content for ePoster platforms and/or printed programme materials.
- ** Programme Coordination: I**ntegrate oral and poster abstracts into the conference schedule. Monitor full review processes for various professional groups (e.g., physicians, nurses, data managers.
- ** Event Logistics and On-Site/Online Coordination**:Manage on-site poster areas, oral abstract presentations, and provide operational support during events. Support virtual events by assisting participants and presenters.
- ** Award Management**: Oversee abstract awards: notify winners, arrange onsite presentations, and manage post-meeting award payments.
- ** Participant Tracking and Follow-Up**: Track and cross-check registration statuses of submitters. Follow up on adjustments due to withdrawals and other changes.
- ** Technical and Process Support**: Draft technical letters for oral and poster presenters. Provide guidance on submission platforms and ensure adherence to technical requirements.

**Grants and Awards Management**
- **Stakeholder Coordination and Communication**:Act as the primary contact for applicants, reviewers, internal teams, and sponsors, facilitating communication and managing expectations. Notify award recipients, provide follow-ups regarding entitlements and deliverables, and address queries or logístical needs (e.g., travel, accommodation.
- ** Evaluation, Compliance, and Financial Oversight**: Organize and oversee the review process to ensure fairness and quality. Track and manage budgets, payments, and reimbursements, ensuring compliance with organizational policies and legal requirements.

**REQUIREMENTS**:

- Degree level or equivalent
- ** 2 years’ experience** in sc