[Hiring] Scientific Working Groups and Committees Coordinator @ICF

Role Description

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.

Qualifications

• Bachelor’s degree from an accredited college or university.
• 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.

Requirements

• 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.

Benefits

• Reasonable Accommodations are available, including, but not limited to, for disabled veterans, individuals with disabilities, and individuals with sincerely held religious beliefs, in all phases of the application and employment process.
• All information provided will be kept confidential and will be used only to the extent required to provide needed reasonable accommodations.

Pay Range

The pay range for this position based on full-time employment is: $61,232.00 - $104,094.00.