Scientific Working Groups and Committees (SWC) Coordinator

ICF Olson; United States; Remote; USD 61,000 - 104,000; Full time

Benefits offered by this job

Reasonable accommodations

Nationwide Remote Office

Job summary

ICF is seeking a SWG-C Coordinator to support a NIH contract for a large research consortium. You will coordinate multi-disciplinary meetings, prepare agendas and materials, manage stakeholder communications, and provide on-site or remote session support as needed.

You will maintain CMS resources and tracking tools, produce summaries and action items, and ensure adherence to accessibility standards while collaborating across scientific, communications, and logistics teams.

Qualifications

• Bachelor’s degree from an accredited college or university.
• 1+ year of relevant professional experience.
• 1+ year of experience with Microsoft Office 365 products including Teams, Outlook, Excel, and PowerPoint.
• 1+ year of experience facilitating virtual meetings such as Zoom or MS Teams.
• 1+ year of experience taking meeting minutes/notes for highly technical/scientific meetings.

Responsibilities

• Provide end-to-end meeting coordination, including scheduling, agenda and material development, stakeholder communications, live session support, and post-meeting follow-up.
• Follow SOPs and help develop/maintain SOPs as needed.
• Coordinate with scientific leads to develop meeting agendas, session materials, and presentation flow.
• Coordinate with presenters to collect materials, communicate deadlines, and support meeting readiness.
• Maintain membership and email lists for groups and committees.
• Maintain and update CMS resources, meeting calendars, project descriptions, and status updates.
• Manage group communications and draft/disseminate meeting-related communications.
• Maintain tracking tools to monitor action items, decisions, deliverables, publications, and milestones.
• Elevate risks or delays as needed and participate in cross-team process improvement.
• Participate in feature development discussions and UAT for website releases.
• Support planning and execution of in-person meetings, including travel.
• Coordinate across internal teams and client stakeholders to ensure alignment and timely execution.
• Support adherence to federal/organizational requirements for meeting materials.

Skills

MS Teams

Outlook

Excel

PowerPoint

Meeting facilitation

Meeting minutes

Communication

Education

Bachelor's degree from an accredited college or university

Tools

Zoom

MS Teams

Job description

The SWG-C Coordinator will work with a multi-disciplinary team overseeing the activities under an NIH contract to support a large research consortium. The SWG-C Coordinator will provide coordination, logistical, and programmatic support to scientific working groups and committees. The SWG-C Coordinator will support the following tasks: Provide end-to-end meeting coordination, including scheduling, agenda and material development, stakeholder communications, live session support (run-of-show, timing, troubleshooting), and post-meeting follow-up (summaries and action items). Follow standard operating procedures (SOPs) and collaborate with team to develop and maintain SOPs as needed. Coordinate with scientific leads to develop meeting agendas, session materials, and presentation flow aligned with working group objectives. Coordinate with presenters/speakers to collect materials, communicate deadlines, and support meeting readiness. Maintain membership and email lists for groups and committees. Maintain and update online informational resources and content management systems (CMS), including meeting calendars, project descriptions, and status updates. Manage group communications, including responding to inquiries and drafting/disseminating meeting-related communications (e.g., invites, reminders, summaries, and updates). Maintain and update structured tracking tools (e.g., Excel or similar systems) to monitor action items, decisions, deliverables, publications, and meeting milestones; track progress and elevate risks or delays as needed. Participate in cross-team process improvement and problem solving activities. Participate in feature development discussions and user acceptance testing (UAT) for website releases. Support planning and execution of in-person meetings, including preparation of materials, meeting promotion, and on-site coordination (travel required). Coordinate across internal teams (scientific, communications, logistics, and technical teams) and client stakeholders to ensure alignment and timely execution of tasks. Support adherence to federal and organizational requirements (e.g., accessibility/Section 508, document standards) for meeting materials.

Required Qualifications

• Bachelor’s degree from an accredited college or university
• 1+ year of relevant professional experience
• 1+ year of experience with Microsoft Office 365 products including Teams, Outlook, Excel, and PowerPoint
• 1+ year of experience facilitating virtual meetings such as Zoom or MS Teams
• 1+ year of experience taking meeting minutes/notes for highly technical/scientific meetings

Preferred qualifications

• Experience supporting large, multi-stakeholder research consortia or federally funded programs, scientific committees or working groups
• Experience with planning and supporting onsite meetings or conferences
• Experience managing spreadsheets and structured tracking tools (e.g., Excel, Smartsheet, or similar) to support project coordination
• Experience working with remote teams
• Experience developing and maintaining standard operating procedures and other internal governance documents
• Experience conducting User Acceptance Testing for websites
• Interest in public health, clinical research and/or clinical and translational science undefined

Professional Skills

• Exceptional organizational skills and experience managing and coordinating projects/tasks
• Excellent written and oral communication skills and attention to detail
• Experience working in a team setting and collaborating with others to effectively carry out tasks
• Ability to manage multiple concurrent tasks and competing priorities in a deadline-driven environment
• Strong attention to detail with ability to track and follow through on complex action items across multiple groups

Working at ICF

ICF is a global advisory and technology services provider, but we’re not your typical consultants. We combine unmatched expertise with cutting-edge technology to help clients solve their most complex challenges, navigate change, and shape the future. We can only solve the world's toughest challenges by building a workplace that allows everyone to thrive. We are an equal opportunity employer. Together, our employees are empowered to share their expertise and collaborate with others to achieve personal and professional goals. For more information, please read ourEEO policy. We will consider for employment qualified applicants with arrest and conviction records.

Reasonable Accommodations are available, including, but not limited to, for disabled veterans, individuals with disabilities, and individuals with sincerely held religious beliefs, in all phases of the application and employment process. To request an accommodation, please [e-mail] we will be happy to assist. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodations.

Read more aboutworkplacediscriminationrights or our benefit offerings which are included in theTransparency in (Benefits) Coverage Act.

Candidate AI Usage Policy At ICF, we are committed to ensuring a fair interview process for all candidates based on their own skills and knowledge. As part of this commitment, the use of artificial intelligence (AI) tools to generate or assist with responses during interviews (whether in-person or virtual) is not permitted. This policy is in place to maintain the integrity and authenticity of the interview process. However, we understand that some candidates may require accommodation that involves the use of AI. If such an accommodation is needed, candidates are instructed to contact us in advance [e-mail]. We are dedicated to providing the necessary support to ensure that all candidates have an equal opportunity to succeed.

Pay Range - There are multiple factors that are considered in determining final pay for a position, including, but not limited to, relevant work experience, skills, certifications and competencies that align to the specified role, geographic location, education and certifications as well as contract provisions regarding labor categories that are specific to the position. The pay range for this position based on full-time employment is: $61,232.00 - $104,094.00

Nationwide Remote Office (US99)

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About ICF ICF is a global consulting and technology services company with approximately 9,000 employees, but we are not your typical consultants. At ICF, business analysts and policy specialists work together with digital strategists, data scientists and creatives. We combine unmatched industry expertise with cutting-edge engagement capabilities to help organizations solve their most complex challenges. Since 1969, public and private sector clients have worked with ICF to navigate change and shape the future. Learn more at icf.com.