Scientific Programs Coordinator-Home Office
Job Title: Scientific Programs Coordinator-Home Office
Location: Chicago, IL
Work Hours: Full-time (based on a 37.5 hour work week)
Reports To: Director, Scientific Programs & Outreach
Who We Are:
The Alzheimer’s Association is the leading voluntary health organization in Alzheimer’s care, support and research. Our mission is to lead the way to end Alzheimer's and all other dementia - by accelerating global research, driving risk reduction and early detection, and maximizing quality care and support.
At the Alzheimer’s Association, our employees are at the core of all we do. Our network of more than 1,700 employees across the United States makes a difference each and every day for those impacted by Alzheimer’s and those at risk for the disease.
We warmly invite qualified applicants to consider this opportunity to make a life changing impact on the millions living with Alzheimer’s, their caregivers and those that may be diagnosed with the disease in the future. Read on to learn more about the role, then visit our website www.alz.org to find out more about who we are and why we've been recognized as a Best Place to Work the last eleven years in a row.
Scientific Programs Coordinator will support MedSci leaders in the agenda planning, logistics and execution of a variety of scientific meetings. Such meetings span in-person, hybrid and virtual scientific conferences and ancillary meetings. In addition to working closely with internal partner divisions, the Logistics Coordinator, Scientific Programs & Initiatives will also act as a key point of contact for external stakeholders, representing the Alzheimer’s Association in a positive, professional manner.
Essential functions and responsibilities include, but are not limited to:
- Support Med Sci Leaders to organize logistics, in collaboration with Conference Services, and agenda planning for AAIC Satellite Symposia and all virtual, domestic and international science meetings ~12 per year including Tau2022. Includes setting timelines, monitoring progress and ensuring deadlines are met.
- Collaborate with Conference Services on logistics for planning and execution of AAIC shoulder/ancillary meetings for Med Sci leadership, ~30 separate meetings before and during AAIC hybrid meetings
- Act as a Med Sci key point of contact for all aspects of Med Sci led meetings regarding strategic planning of marketing and communications timelines/deliverables by coordinating/communicating with partner divisions (including Marketing and Communications and Conference Services) to guide annual, monthly, weekly timelines for successful communications and meeting registration.
- Work with Med Sci leadership and Conference Services to fully support all appropriate staff schedules for in-person, hybrid and virtual AAIC meetings.
- Oversee meeting budgets and invoicing in line with organizational policies and work closely with Division budget process to ensure all meetings appropriately related expenses are incorporated.
- Support the growth of scientific meetings by identifying areas of convergence with partner organizations and ensuring co-promotion of events.
- Support ADNI Steering Committee (annual) and PPSB (twice per year) meetings, as in-person and hybrid format. Working with Conference Services to plan from dates to logistics, invitations and execution.
- Support AARR hybrid meetings, twice a year. Working with Conference Services to plan from dates to logistics, invitations and execution.
- Lead the logistic organization of MSAG, SPC and ISTAART meetings in support of Med Sci leaders: 6 F2F and 6 virtual per year
- Bachelor’s Degree required.
- 5 years of related experience required.
- 10 years of related experience preferred.
Knowledge, Skills and Abilities:
- Act as a point person, negotiating contracts, in collaboration with Conference Services, for dinners and receptions hosted by the Association Med Sci leadership, aiding in all Med Sci Association related meeting and workshop needs, reconciling invoices to outside vendors, discovering funding opportunities, assessing avenues to reduce costs, keeping projects on fiscal track, and aiding in all aspects of Med Sci meetings, planning, and post production.
- Responsibilities include creating and managing Med Sci meeting budgets, researching and recommending meeting venues, preparing detailed meeting specifications to be shared with several other internal departments, working with vendors and conference services
- Able to manage logistics for 50 meetings, many of them simultaneously with special attention to attendees needs, requirements, and schedules.
- Ability to communicate well and disperse clear information to event attendees as it arises, planning visits to future locations, travel to events (with weekends and evenings included)
- Experience and clear fluency using virtual platforms (such as zoom) and able to quickly adapt to and learn new technology interfaces.
- Strong interpersonal skills, with the ability to represent the Alzheimer’s Association in a positive, professional manner to key opinion leaders and stakeholders across a multitude of settings
- Ability to travel throughout the US by plane and surface transportation, as well as travel internationally as needed. Must possess a valid passport.
- Ability to lift up to 20lbs
- Education or experience related to scientific research (preferred)
Employees working 24 hours/week or more are eligible for a comprehensive benefits package, including medical, dental, vision, flex accounts, short and long-term disability, life insurance, tuition reimbursement, generous PTO as well as an annual Cultural & Heritage Day and Volunteer Day of their choosing. They are also eligible for our gold standard 401(k) retirement plan.
Full time employees (37.5 hours/week), will enjoy all of the above plus an annual School Visitation Day an Elder Care Facility Day of their choosing, plus Caregiver Leave.
The Alzheimer’s Association is committed to diversity, equity and inclusion in the workplace and provides consideration for an employment relationship without regard to race, color, religion, sex, sexual orientation, gender expression, gender identity, genetic predisposition, national origin, ethnicity, disability, veteran status, or any other characteristic protected by federal, state or local law.