Educational Meetings Scientific Programme Coordinator

Educational Meetings Scientific Programme Coordinator

Barcelona

EUR 30.000 - 50.000

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:

1. Scientific Programme Management: Oversees the production of meetings that fulfil the needs of EBMT, JACIE, and joint initiatives with sister societies.
2. Educational Meetings Management: Manages programme development for face-to-face, virtual, or hybrid meetings.
3. Faculty Engagement and Logistics: Sends formal invitations, follows up, and coordinates faculty services, in collaboration with the Events team.
4. Programme Maintenance and Platforms: Updates and maintains programme-related sections on EBMT meeting websites and manages the virtual programme platform/planner.
5. Presentation Pre-Recordings: Coordinates the pre-recording process for virtual or hybrid meetings (platform setup, instructions, reminders, training, content collection, and quality control).
6. Simultaneous Translation Coordination: Manages translation processes, including instructions, reminders, slide collection, and timely submission to the operations/translation team.
7. Accreditation Liaison: Coordinates with accreditation bodies, including EBAH-CME, Ethical MedTech, Aifa, and others, to meet compliance requirements.
8. MeetingAPP and Virtual Platform Management: Supports the setup and functionality of the meeting app and virtual platform under the guidance of the Unit Manager.
9. Post-Event Tasks: Prepares session metrics, handles administrative tasks, and responds to attendee queries about CME credits and Certificates of Attendance.
10. 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.
11. Content Compliance and Quality Assurance: Confirm sponsorship entitlements and ensure alignment with programme guidelines.

Abstracts Management

1. Project and Deadline Management: Develop and manage deadlines and guidelines for abstract submission and review processes.
2. Technical Expertise in Abstract Systems: Set up and maintain abstract submission systems. Provide technical support to abstract submitters and reviewers.
3. 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.
4. Content Preparation and Quality Assurance: Prepare materials for review, awards. Manage content for ePoster platforms and/or printed programme materials.
5. Programme Coordination: Integrate oral and poster abstracts into the conference schedule. Monitor full review processes for various professional groups (e.g., physicians, nurses, data managers).
6. 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.
7. Award Management: Oversee abstract awards: notify winners, arrange onsite presentations, and manage post-meeting award payments.
8. Participant Tracking and Follow-Up: Track and cross-check registration statuses of submitters. Follow up on adjustments due to withdrawals and other changes.
9. 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

1. Planning and Process Management: Develop and oversee timelines, processes, and submission systems for grant and award applications.
2. 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 logistical needs (e.g., travel, accommodation).
3. 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.
4. Integration, Reporting, and Technical Proficiency: Coordinate the integration of grants and awards into event programmes, including presentations, poster sessions, and recognition ceremonies. Prepare post-event reports with metrics on grant applications, award distributions, and outcomes.