Scientific Working Groups and Committees (SWC) Coordinator - ON-CALL

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 escalate 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 Experience and Skills

• 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 conducting User Acceptance Testing for websites

• Interest in public health, clinical research and/or clinical and translational science

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

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