Scientific Programs Coordinator
CLIENT ASSOCIATION: The International Parkinson and Movement Disorder Society, MDS
POSITION(S) REPORTS TO: Senior Scientific Programs Manager, MDS
POSITION(S) THAT REPORT TO YOU: N/A
EXEMPT/NON-EXEMPT EMPLOYEE STATUS: Non-Exempt
The International Parkinson and Movement Disorder Society (“MDS”) is a non-profit medical professional society of 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.
The Scientific Programs Coordinator will provide support for administrative, programing, and educational activities for the MDS Clinical Outcome Assessments (COA) Program (the “Program”) and other scientific programs as needed. This position aides in the successful management of the COA Translation Program and rater training activities. It also serves as a point of contact for general rating scale inquiries and those related to obtaining permissions to use MDS-owned scales. Position requires a high attention to detail, organization skills, and professional communication with medical professionals.
POSITION RESPONSIBILITIES: (37.5 hours/week)
- Coordinate and provide administrative support for the Program, including but not limited to assisting with permission requests, scale licensing, certificate programs, translation programs, electronic development activities, scale acquisition, and other initiatives as assigned;
- Process rater training registration requests for rating scales online educational training and certificate programs, assist with troubleshooting and maintenance of programs, work with clinical trial representatives to fulfill rater training contractual obligations, prepare reports as needed;
- Draft letters of authorization, correspondence, and other program related materials with high attention to detail;
- Maintain accurate and detailed records to track licenses and contracts, permission requests, rater training rosters, clinical trials contracting for services, and other Program activities as needed utilizing multiple systems and databases;
- Manage Program email account and respond to or route inquiries as needed;
- Assist the Scientific Programs Administrative Coordinator with Program financial administrative procedures and book-keeping, including but not limited to: invoicing, maintaining financial records, payment tracking, drafting and distributing payment requests, assisting with internal and external audits as required;
- Assist with maintaining and periodically updating MDS Program web pages and materials;
- Assist Senior Scientific Programs Manager with preparing reports, tracking committee deliverables, managing databases, and developing procedures;
- Utilize CRM platform to record Program licensing activities and track progress on projects
- Schedule and coordinate meetings or conference calls as assigned, including preparing agendas, meeting materials, logistics, surveys, and minutes;
- Support staff with committees and study groups as needed to achieve objectives, including but not limited to developing timelines, presentation materials, action plans and other activity-related materials;
- Provide general administrative support, including but not limited to: copying, faxing, coordinating mailings, responding to telephone calls and e-mail inquiries, coordinating internal work orders with EDI support services, and updating program materials with appropriate copyright statements;
- Communicate in a professional manner with MDS members, healthcare professionals, related organizations, staff, EDI support services, internal and external vendors and others as needed and provide timely follow-up;
- Handle basic research required for projects; work independently to complete projects as assigned;
- Other duties as assigned
AMOUNT OF TRAVEL REQUIRED:
Some travel may be required. Some early morning/evening work may be required.
Bachelor’s degree and basic sciences and/or legal background preferred. Proficiency in Windows, Microsoft Word, Excel, and PowerPoint. Oral and written communication, organizational, and proofreading skills essential.
PHYSICAL REQUIREMENTS: (example – lifting, packaging, etc.)
Occasional lifting of 50 pounds may be required.
*This position is located in downtown Milwaukee, WI and a minimum of two days onsite in the office are a requirement of the role.
*EDI requires new hires to be fully vaccinated against COVID-19, unless a medical or religious exemption applies and is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized CDC COVID-19 vaccine primary series regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination.
*Please apply to the role that best aligns to your experience and qualifications. We’ll discuss your interests and possible opportunities during an initial phone interview. (No need to apply to multiple opportunities.)