This role is subject to a flexible hybrid work arrangement requiring a minimum of 2 pre-determined days per week in our mid-town office.SUMMARYManages the comprehensive 'Call for Science' (CFS) function for scientific conferences, overseeing all CED meeting projects including the online submission, review, and processing of abstracts, challenging cases, late-breaking trials, and other scientific content. This position reports directly to the Director, Program Development.
SUPERVISORY RESPONSIBILITIESDirectly manages the Call for Science Associate or Call for Science Coordinator Provides project leadership, mentorship, and training to temporary staff and interns. Facilitates collaboration and information sharing with internal departments, organizational personnel, and external vendors.
ESSENTIAL DUTIES AND RESPONSIBILITIES- Oversees the management of the overall full lifecycle of the 'Call for Science' (CFS) online submission platform, including timeline, development, maintenance, and support for all relevant scientific meetings. This platform facilitates submissions for abstracts, challenging cases, late-breaking trials, and other scientific content.
- In conjunction with the Call for Science Associate or Call for Science Coordinator provides guidance on development of project timelines to ensure timely completion of CFS activities.
- Manages a specific submission type and responsible for developing relevant project timelines to ensure timely completion of CFS activities.
- Collaborates with CRF physicians and course directors on the design, functionality, and continuous improvement of the CFS platform.
- Organizes and facilitates physician review meetings for content selection, including scheduling, replacement of panel, and preparing all necessary materials.
- Cultivates and maintains strong professional relationships with internationally renowned faculty, physicians, and other key stakeholders.
- Directs developers on implementation of platform design, functionality, enhancements, and issue resolution.
- Conducts thorough reviews, editing, and quality assurance (QA) to ensure optimal platform uptime and efficiency.
- Manages relationships with journal vendors, overseeing the production and proofreading of scientific content for publication (e.g., abstract issues).
- Oversees the customer service function for CFS submitters, including direct oversight for Call for Science Associate or Call for Science Coordinator of the CFS support email inbox for troubleshooting issues, and training and guiding support staff to address inquiries and resolve issues promptly, ensuring the highest level of service.
- Serves as a primary internal resource and subject matter expert for all CFS-related inquiries, including technical support and marketing collaboration.
- Coordinates event logistics related to presentations, including providing floor plan requirements to vendors and finalizing arrangements.
- Oversees all aspects of onsite scientific presentations, including physical and electronic posters, moderated sessions, and oral presentations.
- Contributes to special projects as assigned by department leadership.
- Performs additional duties as assigned.
QUALIFICATIONS
- Bachelor's degree required; Master's degree preferred.
- 2-5 years of proven project management experience required.
- 3-6 years of experience in medical/scientific meeting or academic program coordination.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with database management systems a plus.
- Demonstrated ability to prioritize tasks, manage multiple projects simultaneously, and maintain meticulous attention to detail in a fast-paced environment. Requires strong organizational skills, sound judgment, and excellent follow-through.
- Excellent time management skills with the ability to work independently and collaboratively within a team.
- Exceptional verbal and written communication skills, demonstrating professionalism and patience when interacting with all stakeholders, including staff, physicians, senior leadership, vendors, industry representatives, and event attendees. Ability to interpret and convey complex information clearly.
- Strong analytical and problem-solving abilities.
- Ability to travel 3-5 times annually, including one extended trip (approx. 7 nights).
BENEFITS- Choice of health plans include medical, Dental, and vision coverage
- Company-paid short-term and long-term disability and life insurance
- Health and dependent care flexible spending accounts
- Pre-tax travel expenses through TransitChek program
- 401(k) plan
- Generous paid time off (PTO)
- Fourteen paid holidays each year
COMPENSATIONThe hiring range for this position is $76,000 - $85,000 per year. The annual salary that will ultimately be offered to the successful candidate will depend on job-related knowledge, education, skills, and experience.
CONTACT INFORMATIONTo be considered for this opportunity, please submit your resume.
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