Scientific Working Groups and Committees Coordinator – On-Call
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Job Description
Part-time coordinator supporting NIH-funded scientific research consortium working groups and committees. Managing meetings, communications, tracking tools, website testing, and occasional in-person meeting logistics.
Responsibilities:
- Provide end-to-end meeting coordination, including scheduling, agenda and material development, stakeholder communications, live session support, and post-meeting follow-up
- Follow standard operating procedures and collaborate with the team to develop and maintain SOPs
- Coordinate with scientific leads to develop meeting agendas, session materials, and presentation flow
- Coordinate with presenters and 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, including meeting calendars, project descriptions, and status updates
- Manage group communications, including inquiries, invites, reminders, summaries, and updates
- Maintain structured tracking tools to monitor action items, decisions, deliverables, publications, and meeting milestones; track progress and escalate risks or delays
- Participate in cross-team process improvement and problem-solving activities
- Participate in feature development discussions and user acceptance testing 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 scientific, communications, logistics, and technical teams and client stakeholders
- Support adherence to federal and organizational requirements, including accessibility/Section 508 and document standards
Requirements:
- Bachelor’s degree from an accredited college or university
- All candidates must be authorized to work in the United States
- Position is not eligible for new H-1B visa sponsorship by ICF
- 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
- 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 available for disabled veterans, individuals with disabilities, and individuals with sincerely held religious beliefs
- Equal opportunity employer
- Consideration for qualified applicants with arrest and conviction records
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