EDUCARE Proctor Bureau Coordinator, EMEA

Boston Scientific; Warszawa; Hybrid; PLN 52,000 - 76,000; Full time

Benefits offered by this job

Great Place to Work (Poland)

Hybrid work model

Professional development

Career growth opportunities

Multisport/Culture card

Lunch card

Life insurance

Language courses

Employee Assistance Program

ESPP

Internal events

Job summary

Boston Scientific Poland seeks an EDUCARE Proctor Bureau Coordinator to coordinate proctoring activities across the EMEA region and manage training logistics in collaboration with internal teams and external partners.

You will handle contracts, documentation, and invoicing while ensuring compliance with regulatory standards and internal policies, contributing to impactful medical education initiatives in an international setting.

Qualifications

• Bachelor’s or Master’s degree in a related field.
• 3–5 years of relevant experience in event organization or coordination.
• Fluent English; knowledge of French/Spanish/Italian is a plus.

Responsibilities

• Coordinate proctoring activities across the EMEA region.
• Organize travel arrangements and logistics with partners.
• Manage proctoring requests and proctors' availability schedules.
• Support progression of physicians through training programs.
• Coordinate contracts and documentation for healthcare professionals.
• Manage and follow up on proctors' invoices and documentation.
• Organize meetings and training sessions with healthcare professionals.
• Maintain relationships with professionals, internal stakeholders, and external service providers.
• Prepare monthly KPI reports for proctoring activities.
• Maintain and update professional information in the eCare platform.
• Identify discrepancies or issues in the eCare platform.
• Support continuous improvement and regulatory compliance.

Skills

Fluent English

Organizational skills

Communication skills

Stakeholder management

Education

Bachelor’s degree

Master’s degree

Related field

Tools

Salesforce Sales Cloud

SharePoint

Microsoft Excel

Microsoft Outlook

PowerPoint

Job description

Onsite Location(s): Warsaw, PL

Location: Warsaw, Poland

About the Role

The EDUCARE Proctor Bureau (EPB) is part of Boston Scientific's Medical Education organization, supporting healthcare professional training on advanced medical technologies across Europe, the Middle East, and Africa (EMEA).

As an EDUCARE Proctor Bureau Coordinator, you will play an important role in coordinating proctoring activities, ensuring the smooth execution of training programs in which experienced physicians support other healthcare professionals in developing their clinical expertise.

You will work closely with internal teams, healthcare professionals, travel agencies, and external partners to manage training logistics, administrative processes, and compliance requirements.

This role offers an opportunity to contribute to impactful medical education initiatives in an international and collaborative environment.

Your Responsibilities Include

• Coordinate proctoring activities across the EMEA region, ensuring efficient planning and execution of healthcare professional training sessions.
• Organize travel arrangements, scheduling, and logistics in collaboration with Boston Scientific Therapy Representatives, travel agencies, and external partners.
• Manage proctoring requests and maintain proctors' availability schedules to ensure effective coordination of training activities.
• Support the timely progression of physicians through training programs while ensuring compliance with applicable regulations and internal policies.
• Coordinate administrative processes related to healthcare professional engagements, including contracts and required documentation.
• Manage and follow up on proctors' invoices, ensuring accurate supporting documentation and compliance with internal procedures.
• Organize meetings and training sessions involving healthcare professionals, ensuring effective communication and logistical support.
• Maintain strong working relationships with healthcare professionals, internal stakeholders, and external service providers.
• Prepare monthly KPI reports and support the monitoring of proctoring activities and operational performance.
• Maintain and update healthcare professional information and certification records in the eCare platform.
• Identify, document, and report discrepancies or technical issues related to the eCare platform.
• Support continuous improvement initiatives aimed at optimizing processes, improving operational efficiency, and enhancing service quality.
• Ensure that all activities are performed in accordance with applicable regulatory requirements and Boston Scientific's internal compliance standards.

What We Are Looking For

• Bachelor's or Master's degree in Communication, Sales, Marketing, Business Administration, or a related field.
• 3–5 years of relevant experience in event organization, coordination, administrative support, or similar roles.
• Experience in the medical device industry would be an advantage.
• Fluent English, both written and spoken; knowledge of French, Spanish, Italian, or another European language would be an advantage.
• Experience working with business platforms and collaboration tools, such as Salesforce Sales Cloud and SharePoint.
• Good proficiency in Microsoft Office applications, particularly Excel, Outlook, and PowerPoint.
• Strong organizational and coordination skills, with the ability to manage multiple activities and priorities simultaneously.
• Excellent communication and interpersonal skills, including experience interacting with senior stakeholders and external partners.
• Customer-oriented mindset with the ability to handle challenging situations calmly and professionally.
• Strong attention to detail and commitment to maintaining accurate documentation and records.
• Ability to work independently while collaborating effectively with international and cross-functional teams.
• Proactive, solution-oriented approach with a focus on process optimization and continuous improvement.
• Strong sense of accountability, professionalism, and commitment to delivering high-quality results.
• Team player with a collaborative mindset and the ability to build effective working relationships.

Internal Candidates

• Minimum of one year in the current position.
• Performance evaluation rating of "Successful" or above.
• No disciplinary actions within the last six months.

We offer:

• The opportunity to work for Boston Scientific Poland, certified as a Great Place to Work®, reflecting our commitment to an inclusive, collaborative and high-performing workplace.
• Hybrid work model (3 days in the office) with flexible working hours.
• A truly international and innovative work environment.
• Professional development, mentoring and career growth opportunities.
• Access to advanced tools and systems.
• An attractive benefits package, including:
• Multisport/Culture card
• Lunch card
• Life insurance
• Language courses
• Employee Assistance Program
• Employee Stock Purchase Plan (ESPP)
• Internal events and charity initiatives

Requisition ID:637647