Scientific Programs Coordinator
CLIENT ASSOCIATION(s): International Parkinson and Movement Disorder Society (MDS)
POSITION REPORTS TO: Senior Scientific Programs Manager, MDS
DIRECT REPORTS: None
EMPLOYEE STATUS: Non-exempt
ROLE TYPE/LEVEL: Entry level
CLIENT/DEPARTMENT OVERVIEW:
The International Parkinson and Movement Disorder Society is a non-profit medical professional society of more than 12,000 influential clinicians, scientists, and other healthcare professionals from around the world dedicated to improving the care of patients with Parkinson’s disease and movement disorders through education and research.
JOB OVERVIEW:
The Scientific Programs Coordinator plays a key role in supporting the MDS Clinical Outcome Assessments (COA) Program with daily operations and activities relating to the management of MDS-owned COAs and related training programs. The position works closely with the Program team on related projects. It also serves as a point of contact for general COA and training program inquiries and permission requests, ensuring timely communication and follow-up. This position requires strong attention to detail, organization skills, and professional communication with medical professionals.
POSITION RESPONSIBILITIES (37.5 hours/week):
- Provide administrative support to the COA Program, including but not limited to assisting with permission requests, training programs, translation programs, electronic development activities, intellectual property acquisition, and other initiatives as assigned
- Process registration requests for online training programs, work with clinical trial representatives to fulfill contractual training obligations, prepare training reports, and perform basic troubleshooting
- Draft letters of authorization, correspondence, and other documents with high attention to detail
- Maintain accurate and detailed records to track licenses, permission requests, clinical trial training rosters, contractual obligations, invoices, and other activities utilizing CRM platform and other systems
- Manage COA Program email account and respond to or route inquiries as needed
- Assist with maintaining and periodically updating web pages, materials, and training programs
- Support assigned committees, study groups, or other working groups to achieve objectives and track deliverables
- Schedule and coordinate leadership meetings and teleconferences, including agenda preparation and meeting logistics, as well as facilitate the writing and distribution of minutes and action items
- Communicate professionally with MDS members, healthcare professionals, related organizations, staff, EDI support services, internal and external vendors and others as needed and provide timely follow-up
- Provide general administrative support, including but not limited to: copying, faxing, coordinating mailings, responding to telephone calls and email inquiries, coordinating internal work orders with EDI support services
- Handle basic research required for projects; work independently to complete projects as assigned;
- Other duties as assigned
SKILLS AND QUALIFICATIONS:
This position maintains a high level of responsibility in performing assigned tasks and following established procedures. The ideal candidate will:
- Have great attention to detail
- Have critical reading skills
- Have strong written and verbal communication skills
- Be able to independently proofread documents for accuracy
- Be responsive to internal and external contacts
- Be well-organized and comfortable with record-keeping
- Be adaptable to changing needs
- Work collaboratively and problem-solve with team members
EDUCATION/EXPERIENCE:
Bachelor’s degree preferred
Background in basic sciences, grant writing, and/or contracts desired
Excellent organizational and verbal and written communication skills required
Word processing and spreadsheet skills in MS Office environment essential
TRAVEL REQUIRED:
Some travel may be required. Some early morning/evening work may be required.
WORK ENVIRONMENT:
This is a full-time position, located in our office in downtown Milwaukee, WI, and a minimum of two days onsite in the office (including Wednesday as an all-staff-in-office day) is a requirement of the role.
PHYSICAL REQUIREMENTS: (lifting, packaging, etc.)
Occasional lifting of up to 50 lbs. may be required.