Project Coordinator, Conferences | TEPHINET

Project Coordinator, Conferences | TEPHINET

Job summary

TEPHINET Scientific Conferences are the premiere global venue for Field Epidemiology Training Program (FETP) residents and alumni to share their work with other public health experts. This position will contribute to the planning and execution of TEPHINET Scientific Conferences as a vital member of the Communications and Events team. S/he will also work closely with the TEPHINET Director, the Director of Strategic and Technical Initiatives (who leads the TEPHINET Advisory Scientific Committee, or TASC), members of the TASC, members of the Conference Planning Committee, and several external partners located around the world.

 

 

JOB DESCRIPTION:

 

  • Managing the abstract submission cycle for all TEPHINET conferences, including:
  • Preparing the call for abstracts and relevant documentation;
  • Configuring the abstract submission platform for each conference;
  • Managing correspondence with program staff, abstract authors, and abstract re-viewers;
  • Recruiting/identifying reviewers and assigning abstracts for review;
  • Maintaining a reviewer database;
  • Monitoring and reporting on abstract submissions;
  • Overseeing scoring and selection;
  • Communicating final selections to authors and programs; and
  • Managing TEPHINET’s contract with our abstract platform vendor and trouble-shooting any system-related issues.
  • Coordinating the moderating and judging processes for oral and poster presentations, in-cluding helping to identify moderators and judges and developing and sharing guidelines for moderators and judges
  • Participating in Planning Committee and TASC meetings/calls as needed for conference planning purposes
  • Attending TEPHINET conferences and providing on-site support to the conference team, presenters, moderators, and judges
  • Managing correspondence with presenters, moderators and judges before, during and after each conference
  • Developing and sharing presentation guidelines and schedules
  • Coordinating presentation rehearsal and recording (if applicable) sessions
  • Coordinating briefing sessions for presenters, moderators and judges
  • Working with Events Manager to identify space and room facilitators for in-person presentations; helping to manage breakout rooms for virtual presentations
  • Assisting the Communications team with developing relevant conference-related commu-nications
  • Preparing certificates or awards for presenters, reviewers, moderators, and judges
  • Assisting with developing calls for pre-conference workshops
  • Assisting with the selection and coordination of workshops, keynote sessions, and plena-ry sessions
  • Ensuring that technical conference-related material is up-to-date following recommenda-tions from the TASC
  • Maintaining the Field Epidemiology Abstract Database (FEAD) on the TEPHINET website (inputting accepted abstracts into AirTable database, coding for relevant topics, and up-loading database to the TEPHINET website)
  • Assisting with promotion of the FEAD and of TEPHINET conferences
  • Performing additional duties as needed

MINIMUM QUALIFICATIONS:

 

  • A bachelor's degree in a related field and three years of related project management experience, or an equivalent combination of experience, education and training.

 

 

PREFERRED QUALIFICATIONS:

 

  • Experience with planning and executing events
  • Strong communication and organizational skills
  • Superb customer service skills
  • Proficiency with digital platforms and database, survey, and word processing software
  • Experience with organizing, writing, editing, or presenting technical content
  • Experience working with an international, multi-cultural organization
  • Interest in public health and/or epidemiology
  • Familiarity with scientific communication
  • Written proficiency in Spanish preferred

 

 

NOTE: This role will be granted the opportunity to work from home temporarily during the COVID-19 pandemic, with intent to return to an Emory University location in the future.  Emory reserves the right to change remote work status with notice to employee.