Project Coordinator Society for Cardiovascular Angiography and Interventions SCAI

Staffing Advisors; Washington (District of Columbia); Remote; USD 60,000 - 70,000; Full time

Job summary

A prominent medical society seeks a Project Coordinator to support the Industry Relations team. This remote-first role involves coordinating logistics, communications, and outreach related to industry partnerships and meetings, while fostering professional growth in a collaborative environment. The position offers a competitive salary and benefits package, emphasizing diversity and inclusion.

Benefits

Health, dental, and vision insurance

Flexible spending account (FSA)

Tuition reimbursement

Generous paid time off

10% employer contribution to a retirement plan

Short- and long-term disability insurance

Transportation reimbursement

Qualifications

• 3–5 years of experience in administrative and coordination support.
• Proficiency in Microsoft Excel and PowerPoint.
• Experience with databases or association management systems preferred.

Responsibilities

• Coordinate logistics, communications, and outreach for meetings and sponsorships.
• Prepare financial, development, and governance reports.
• Manage schedules and develop meeting materials.

Skills

Organizational skills

Communication

Proficiency in Microsoft Excel

Proficiency in PowerPoint

Education

Bachelor's degree

Tools

Protech or similar platforms

Job description

As Project Coordinator for the Society for Cardiovascular Angiography and Interventions (SCAI), the only US professional medical society dedicated to interventional cardiology with over 5,200 members across 75 countries, you will play a key role in supporting the Industry Relations, Development, & Global Partnerships team.

Reporting to the Senior Director of Industry Relations and providing additional support to the Vice President of Industry and Global Partnerships, your primary focus will be coordinating logistics, communications, and outreach related to meetings, sponsorships, and strategic engagement with industry partners.

Your role will be essential to SCAI’s high-level functions, providing administrative and operational support to ensure deadlines are met and stakeholders stay informed. Key responsibilities include preparing detailed financial, development, and governance reports; managing schedules; developing meeting materials and agendas; updating databases; researching industry partners; and building surveys with outcome reports. You’ll also draft follow-up communications, take meeting notes, support on-site events, and handle specific accounting and record-keeping tasks.

In this highly engaged role, you’ll interact with the Board of Trustees, industry partners, international societal partners, volunteers, physicians, healthcare professionals, and senior staff across departments. Your ability to communicate professionally, anticipate needs, and manage a high volume of tasks with precision and efficiency will be central to your success. You will also have the opportunity to support key projects across the organization to further develop your professional skills.

At SCAI, we foster a remote-first, employee-centric culture that prioritizes professional growth and promotes a healthy work-life balance. As a member of our team, you will have access to resources and mentorship that will enable you to make a meaningful impact on the cardiovascular health community while advancing your career goals.

Work Environment, Salary, and Benefits

• This is a remote-first role aligned to East Coast hours. Occasional early morning or evening Zoom meetings may be required to accommodate event schedules or external stakeholders. Domestic travel is expected for on-site support at events and in-person staff retreats throughout the year.
• You’ll be part of a smart, collaborative, and mission-driven team committed to advancing cardiovascular health worldwide.
• Diversity, equity, and inclusion are core to SCAI’s mission. We are committed to building a society—and a medical specialty—that reflect every community and to increasing equitable access to high-quality interventional cardiovascular care.
• The budgeted salary range for this position is $60,000–$70,000, accompanied by an outstanding benefits package. Highlights include:
• Health, dental, and vision insurance
• Flexible spending account (FSA)
• Tuition reimbursement
• Generous paid time off (vacation, holidays, and sick leave)
• 10% employer contribution to a retirement plan
• Short- and long-term disability insurance
• Transportation reimbursement

Responsibilities

Industry Partnerships/Meeting Support

• Support the Industry Relations and Development Teams with all aspects of administrative activities.
• Manage sponsorship and advertising deadlines for SCAI meetings.
• Coordinate outreach and scheduling of meetings and calls with industry partners, SCAI staff, and physician volunteers, including at national conferences. Assist in providing/coordinating agendas and materials for meetings with industry.
• Coordinate industry relations team shipments to meetings.
• Coordinate with internal departments to make sure deadlines are met and deliverables are provided.
• Help manage partner logistics for exhibit halls and satellite symposia.
• Help manage pre-event and on-site logistics for exhibit hall tours at SCAI Fellows Courses as well as Hands-on Structural and Peripheral Fellows Courses.
• Assist industry partners/exhibitors with basic questions, escalating to appropriate contacts as necessary.
• Assist in general communication with exhibitors on meeting logistics.
• Manage exhibitor badges in Confex.
• Pull reports from Confex: exhibitor list for GES, learning lab attendee lists, satellite attendee lists, and exhibitor pre- and post-attendee conference opt-in lists, etc.
• Organize SCAI meeting gamification with industry partners and Confex.
• Oversee maintenance and organization of the Industry Relations/Development SharePoint.
• Research industry partners and key issues as needed.
• Assist in documenting and maintaining records of initiatives with key industry partners, including sponsorship contracts, vendor contracts, tracking payments, etc.
• Maintain accurate database records. Help produce timely reports for physician leadership and staff.
• Assist in maintaining an active listing of partners, sponsors, and prospects for targeted outreach of exhibitor and sponsorship opportunities.
• Support relationship management and logistical planning for SCAI partner relations events (e.g., Think Tank, advisory boards, focus groups, satellite symposia, etc.)
• Provide pricing research and proposal support.
• Update and distribute weekly fundraising reports for SCAI Scientific Sessions and SCAI Fellows Courses.
• Coordinate with Protech database managers to develop the functionality needed for the Development Team’s tracking purposes.

Sponsor Recognition/Marketing

• Review marketing and meeting materials for sponsor recognition.
• Coordinate the distribution of marketing materials to industry supporters of specific initiatives.

Accounting/Record Keeping

• Maintain the SCAI Fundraising Tracker and participate in biweekly cross-team meetings to review the payment status of projects.
• Maintain accurate payment and database records for industry-supported projects.
• Manage collections and accounts receivable, including following up on past-due invoices. Produce timely reports for physician leadership and staff.
• Coordinate with Protech database managers to develop the functionality needed for the team's tracking purposes.

Special Projects/Process Improvement

• Identify and propose improvements to enhance team productivity and organizational effectiveness.
• Create, expand, and maintain standard operating procedures; identify opportunities for continuous improvement.
• Execute special projects and support strategic initiatives, such as developing timelines around bringing new therapies to market.
• Research industry partners and key issues/therapies as directed.
• Organize agendas and take notes for weekly team calls.

Qualifications

• 3–5 years of experience providing administrative and coordination support in a fast-paced professional setting with strong organizational skills and the ability to manage multiple tasks and meet deadlines. A bachelor’s degree is preferred.
• Proficiency in Microsoft Excel (for organizing data and identifying insights) and PowerPoint (for creating clear, engaging presentations).
• Experience working with databases or association management systems (e.g., Protech or similar platforms).
• Prior experience supporting a medical society or working with physicians, healthcare professionals, or member volunteers is preferred.

About SCAI

SCAI has experienced tremendous growth over the past 10 years and today represents more than 5,200 members across 75 countries. Interventional cardiology is a tremendously interesting, important, and constantly changing field where you will be working with world premiere experts. SCAI transforms lifesaving innovation into lifesaving action by providing cutting-edge, high-quality education for interventionalists and their teams.

In the United States, about 40,000 newborns are born with congenital heart defects every year. More than 2 million infants, children, adolescents, and adults are living with congenital heart defects. There are approximately 3 million cardiovascular interventions performed annually in individuals of all ages. Our mission is to lead the global interventional cardiovascular community through education, advocacy, research, and quality patient care. Focus areas for SCAI include establishing standards and guidelines for all aspects of cardiac catheterization and angiography, training, credentialing, safety, and quality assurance for cardiovascular procedures.

Staffing Advisors is committed to reducing bias in every aspect of the hiring process. We have long recommended a competency-driven approach to hiring. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other basis protected by law. We encourage you to apply even if your experience is not a 100% match with the position description; we will consider people from a variety of backgrounds and career experiences.

Internally, this position title is: Industry Relations Coordinator