We seek an enthusiastic professional with a commitment to excellence and a desire for an opportunity to be involved in a range of activities that support the fascinating science of tropical medicine/global health presented at the society’s international Annual Meeting. This position primarily provides support for the Administrative Manager, Scientific Program. This position will report to the Vice President, Meetings. The positions can be remote or hybrid if located near our Arlington, VA office.
The Program Coordinator will support the increasing size and complexity of the Scientific Program (speakers, abstracts, posters, symposia, hybrid options, etc.) and the work of the Scientific Program Committee who are responsible for the review of the research presented at the Annual Meeting. Adherence to timelines and due dates throughout the year is a must. This position plays a key role in the data management of the abstract, symposia and poster database and provides support to the Administrative Manager, Scientific Program. This position will report to the VP, Meetings.
Support the Administrative Manager, Scientific Program with speaker management and abstract management for plenary speakers and abstract presenters consisting of approximately 180 total sessions including 2500 annual abstract submissions,
Uses web-based collection and database tools (OASIS) to assist in the management of content collection, scientific review and house all program data, as well as ensure data is properly formatted in database for publication in print and via web-based planner, mobile app, and e-poster database.
Assists in the preparation of various Annual Meeting digital publications: Call for Abstracts, Call for Symposia, Registration Brochure, Final Program, Abstract Book, Pocket Guide, Session Guides.
Assists in the speaker and presentation logistics for plenary speakers, symposium speakers and abstract presenters, i.e., audio-visual instructions, session management instructions, poster presenter instructions.
Annual travel for up to ten days (one week supporting the Annual Meeting).
Other duties as assigned.
Minimum three years of database experience and project support/planning experience, preferably with membership or non-profit societies, institutions, or organizations. Proficiency with Microsoft Excel and experience in manipulating spreadsheet data. Experience or familiarity with science-related societies, researchers, or academic institutions with a focus on tropical medicine/global health and/or that serve members with these interests is not required but is highly desirable.
Familiarity with the following databases and web-based platforms helpful but not a must:
o Databases that house conference program data, OASIS preferred
o Membership databases, iMIS preferred
o Online survey platforms, Survey Monkey preferred
o Online email marketing platforms, Higher Logic/Informz preferred
Ability to track and coordinate multiple projects and deadlines on an ongoing basis
Experience and an interest in building, managing and sustaining professional relationships with ASTMH members many of whom are world experts in their fields
High attention to detail
Strong willingness to take on administrative tasks such as data entry and data tracking
Strong interpersonal skills, ability to work in a team that is remote and meet personal and team deadlines
Excellent project and time management skills
Excellent customer service skills (patience) for communicating with Society members who are often from outside the United States and English is not their first language
Skilled at writing, proofreading, and editing both large and small publications
Proficient in Microsoft Word, Microsoft Excel, Adobe Acrobat, and experienced in manipulation of graphic design files such as .jpg and .gif
Ability to travel for up to 10 days (one week supporting the Annual Meeting)
Please send a cover letter and resume to HR@astmh.org with Program Coordinator in the subject line. No phone calls please.
About American Society of Tropical Medicine and Hygiene
The American Society of Tropical Medicine and Hygiene, founded in 1903, is the largest international scientific organization of experts dedicated to reducing the worldwide burden of tropical infectious diseases and improving global health. We accomplish this through generating and sharing scientific evidence, informing health policies and practices, fostering career development, recognizing excellence, and advocating for investment in tropical medicine/global health research.