Are you looking for a job where you can make a difference and work in a non-profit? Would you like to be a part of an ambitious and international organisation on the cutting edge of science? Then this position might be right up your alley. The EBMT is a non-profit medical and scientific organisation which hosts a unique patient registry providing a pool of data to perform studies and assess new trends. Our mission:Save and improve the lives of patients with blood-related disorders. Your mission:To manage the scientific programme of the Educational Meetings within the EBMT, to increase scientific knowledge among the EBMT community.
Responsibilities and Tasks:Scientific Programme Management Educational Meetings Management: Oversees the production of meetings that fulfil the needs of EBMT, JACIE, and joint initiatives with sister societies.Scientific Programme Coordination: Manages programme development for face-to-face, virtual, or hybrid meetings.Faculty Engagement and Logistics: Sends formal invitations, follows up, and coordinates faculty services, in collaboration with the Events team.Programme Maintenance and Platforms: Updates and maintains programme-related sections on EBMT meeting websites and manages the virtual programme platform/planner.Presentation Pre-Recordings: Coordinates the pre-recording process for virtual or hybrid meetings (platform setup, instructions, reminders, training, content collection, and quality control).Simultaneous Translation Coordination: Manages translation processes, including instructions, reminders, slide collection, and timely submission to the operations/translation team.Accreditation Liaison: Coordinates with accreditation bodies, including EBAH-CME, Ethical MedTech, Aifa, and others, to meet compliance requirements.MeetingAPP and Virtual Platform Management: Supports the setup and functionality of the meeting app and virtual platform under the guidance of the Unit Manager.On-Site Event Support:Post-Event Tasks: Prepares session metrics, handles administrative tasks, and responds to attendee queries about CME credits and Certificates of Attendance.Project Coordination and Timeline Management: Schedule and lead joint meetings with Events Unit and Sponsorship Unit to review timelines, responsibilities, and deliverables.
Monitor progress, track sponsorship allocations, and update programme details.Content Compliance and Quality Assurance: Confirm sponsorship entitlements and ensure alignment with programme guidelines.Abstracts Management Project and Deadline Management: Develop and manage deadlines and guidelines for abstract submission and review processes.Technical Expertise in Abstract Systems: Set up and maintain abstract submission systems.
Provide technical support to abstract submitters and reviewers.Stakeholder Communication and Correspondence: Coordinate with abstract reviewers, submitters, and key stakeholders (physicians, nurses, working parties, statisticians).
Send acceptance/rejection letters and final schedules to presenters.Content Preparation and Quality Assurance: Prepare materials for review, awards.
Manage content for ePoster platforms and/or printed programme materials.Programme Coordination: Integrate oral and poster abstracts into the conference schedule.
Monitor full review processes for various professional groups (e.g., physicians, nurses, data managers).Event Logistics and On-Site/Online Coordination: Manage on-site poster areas, oral abstract presentations, and provide operational support during events.
Support virtual events by assisting participants and presenters.Award Management: Oversee abstract awards: notify winners, arrange onsite presentations, and manage post-meeting award payments.Participant Tracking and Follow-Up: Track and cross-check registration statuses of submitters.
Follow up on adjustments due to withdrawals and other changes.Technical and Process Support: Draft technical letters for oral and poster presenters.
Provide guidance on submission platforms and ensure adherence to technical requirements.Grants and Awards Management Planning and Process Management: Develop and oversee timelines, processes, and submission systems for grant and award applications.Stakeholder Coordination and Communication: Act as the primary contact for applicants, reviewers, internal teams, and sponsors, facilitating communication and managing expectations.
Notify award recipients, provide follow-ups regarding entitlements and deliverables, and address queries or logistical needs (e.g., travel, accommodation).Evaluation, Compliance, and Financial Oversight: Organize and oversee the review process to ensure fairness and quality.
Track and manage budgets, payments, and reimbursements, ensuring compliance with organizational policies and legal requirements.Integration, Reporting, and Technical Proficiency: Coordinate the integration of grants and awards into event programmes, including presentations, poster sessions, and recognition ceremonies.
Prepare post-event reports with metrics on grant applications, award distributions, and outcomes.
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