The Society for Cardiovascular Angiography and Interventions (SCAI) is seeking a highly-motivated Project Coordinator to support our business development, industry, and global outreach initiatives. Supporting both the CEO and the Vice President, Industry and Global Partnerships, you will have meaningful interactions with our board, industry partners, international societal partners, volunteers, physicians, healthcare professionals, and senior staff across departments. This role is key to the high-level functions of SCAI and is an excellent opportunity to jumpstart your association career.
You will be relied upon to make sure we are meeting internal deadlines and keeping everyone informed. You will also help us provide detailed reports to our industry partners. Your ability to professionally and confidently engage with internal staff and partners, prioritize and manage a diverse flow of work, stay organized, anticipate the needs of others, and communicate appropriately throughout the organization will be key to your success. We will rely on you as a resource for scheduling appointments, updating our database, researching industry partners, and keeping us organized and on track. Over time, you will also assist with logistics such as booking faculty, pricing programs, managing logistics for exhibit halls, and following up on proposals.
SCAI has experienced tremendous growth over the past 10 years and today represents more than 5,200 members across 80 countries. Interventional cardiology is a tremendously interesting, important, and constantly changing field where you will be working with world premiere experts. SCAI transforms life-saving innovation into life-saving action by providing cutting-edge, high-quality education for interventionalists and their teams.
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.
Responsibilities of the Project Coordinator
Support the Industry Relations and Development team with all aspects of administrative activities.
Coordinate outreach and scheduling of meetings and calls with industry partners, SCAI staff, and physician volunteers, including at national conferences such as ACC, TCT, VIVA, etc.
Coordinate with internal departments to make sure deadlines are met and deliverables provided.
Help manage partner logistics for exhibit halls and satellite symposia.
Assist industry partners /exhibitors with basic questions.
Research industry partners and key issues as needed.
Assist in documenting and maintaining records of initiatives with key industry partners, including LOAs, tracking payments, etc.
Maintain accurate database records. Help produce timely reports to physician leadership and staff.
Assist in maintaining an active listing of partners, sponsors, and prospects for targeted outreach of exhibitor and sponsorship opportunities.
Provide pricing and proposal support.
Identify ways to enhance executive productivity and organizational effectiveness; propose and help drive execution of solutions.
Execute special projects, as needed, to support the work of the department.
Support the board, the Executive Committee, and the Nominating and Ethics Committee – manage the call and meeting schedule, support agenda and materials development/distribution, and coordinate and maintain records of all minutes.
Support the nomination process – prepare the call for nominations, schedule committee calls, develop background materials for reviews, vet candidates, develop the member survey, and coordinate announcements.
Support the committee appointment process – prepare the call for volunteers, collect all materials and prepare reports for the president-elect, gather input from the staff and committee chairs, communicate appointments and sunsets, update information on the website/AMS, and schedule orientation calls.
Administrative & Financial Support for Supervisors
Assist in scheduling meetings and events.
Draft and finalize correspondence.
Coordinate travel itineraries, related arrangements, activities, and expense reimbursements.
Prepare monthly credit card reconciliation.
Maintain received check log.
Ensure President and Treasurer signatures as required by policy.
Office Management & Coordination
Order office supplies, coordinate off-site storage, schedule kitchen cleanup, maintain Kastle Key System, oversee conference room scheduling, and daily mail.
Act as second-tier 800-line support for phone system.
Maintain staff contact list including birthdays and anniversaries, coordinating cards and gifts as appropriate.
Qualifications of the Project Coordinator
Minimum of 1-3 years of experience in a support role.
Demonstrated ability to work independently and deliver results.
Demonstrated experience updating a database. Proficiency with association management systems preferred.
Excellent written and verbal communication skills.
Experience successfully interacting with physicians, healthcare professionals, and nonprofit leadership preferred.
Attributes of the Project Coordinator
Project manager. You are able to juggle multiple tasks, allocate and optimize resources, and manage timelines. You enjoy creating and implementing processes and procedures that uphold rigorous standards. You manage a task from start to finish.
Exceptional communicator. You are known for your poise, tact, and diplomacy. You are comfortable in a social setting and can confidently engage at all levels and across multiple stakeholder groups. You collaborate on projects and communicate results, and you are willing to listen and learn from others.
Detail-oriented. Even though you are detail-oriented, you can also see the big picture and understand how the details relate to the overall mission of the organization.
Organization skills. Your attention to detail is supported by your organization skills. You appreciate order and know how to achieve it efficiently.
Flexible and capable. You manage changing priorities without difficulty and get the job done. You do whatever it takes.
Confident and pleasant. You understand that everyone is a “customer” and should have a “Ritz Carlton” service experience when contacting the office.
Problem solver. You have excellent critical thinking skills, dive into the details, and know when and what questions to ask.
Resourceful with great follow through. Whether it’s something that requires a quick turn-around or a long-term project with many steps, you take full responsibility from start to finish. When you say you’ll get back with someone, you do.
Service-driven. You set the standard for meeting and exceeding expectations. You are responsive and committed. You are clear, tactful, and diplomatic about what’s realistic and what’s possible.
What’s Attractive to the Right Project Coordinator Candidate?
SCAI is an exciting and busy environment where you will learn and grow your career.
SCAI’s staff are smart, collaborative, energetic, hard-working people who are committed to their work and to delivering a solid work product.
You will work with a committed and caring volunteer base of cardiologists who enjoy getting into the details.
SCAI offices are in the heart of D.C. with access to train and metro.
We offer highly competitive compensation and benefits.
To Apply for the Project Coordinator:
Simply email your resume to Ellen Greenwood at firstname.lastname@example.org with “SCAI – Project Coordinator #2019-2536 ASAE” as the subject of the email. Please include your resume as a Word or PDF attachment to the email and paste your cover letter in the body of your email.
Staffing Advisors has been engaged to find the right candidate and is committed to helping create a diverse work environment for our client. 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. This position may require pre-employment screening potentially including a criminal background check, verification of academic credentials, licenses, certifications, and/or verification of work history.