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Event Coordination Specialist

2 months ago

Rockville, Maryland, United States Digital Infuzion Full time

Position Type

Full-time

Overview

Digital Infuzion is a pioneering technology development firm dedicated to enhancing biomedical research and healthcare delivery through innovative digital solutions and data analytics. We transcend conventional IT services by harnessing the unique capabilities of interdisciplinary teams that unite scientists, technologists, and communicators to devise transformative solutions for the persistent challenge of converting information into actionable knowledge. If you are passionate about contributing to a creative, open, and growth-focused environment while making a positive impact on health outcomes, we invite you to explore this opportunity. Digital Infuzion operates as a hybrid workplace, offering flexible arrangements for both on-site and remote work.

We have developed and continuously refine a comprehensive scientific data management, sharing, and analysis platform that enables us to provide Data Coordination Services (DCS) to extensive multi-center research networks. We are seeking a dedicated individual to assume the role of Meeting Coordinator for a new DCS initiative at a prominent research institution. In this capacity, you will leverage your organizational and interpersonal skills to oversee the scheduling and coordination of meetings, working groups, and conferences among various components of a large, geographically dispersed research network.

Ideal Candidate Profile

The perfect candidate possesses prior experience in planning meetings and conferences within environments characterized by busy schedules.

  • You are an innate organizer, adept at task management, obstacle removal, and process enhancement.
  • You excel at simplifying complexities and finding optimal compromises when coordinating activities around busy and occasionally conflicting schedules.
  • You are proficient in modern scheduling tools, including Outlook and Google Calendar.
  • You are familiar with software and methodologies for creating and managing meeting polls (e.g., Outlook FindTime, Doodle).
  • You are comfortable utilizing remote meeting platforms such as Teams and Zoom.
  • You have a genuine enthusiasm for event planning, whether in-person or virtual.
Key Responsibilities
  • Oversee the planning and coordination of remote meetings, potentially accommodating up to 100 participants.
  • Assist our team with travel logistics, including transportation, accommodation, and remote work equipment and services.
  • For in-person conferences and meetings, collaborate with a larger team to support conference room facilities, audio/visual needs, and technical support, including setup, teardown, and closing processes.
  • Engage with contractors, speakers, and stakeholders throughout the event planning lifecycle.
  • Contribute insights on the design of conferences or events to effectively meet objectives and enhance the experience for attendees and stakeholders.
  • Provide regular updates on event progress to both internal and external stakeholders.
  • Participate in post-event evaluations to inform future initiatives.
Qualifications
  • Educational background or professional experience in event planning or communications.
  • Experience in taking and presenting meeting minutes and agendas.
  • Exceptional verbal and written communication skills.
Preferred Qualifications
  • Experience with a Data Coordinating Center for a large scientific consortium.
  • Certification as a Government Meeting Professional (CGMP).
  • Experience collaborating with technical and PhD/MD-level professionals.
  • Experience working with or at a prominent research institution.
  • Familiarity with the NCATS CTSA Program.
Digital Infuzion, Inc. is an Equal Opportunity Employer. EOE/AA/M/F/D/V

Digital Infuzion, Inc. is committed to providing equal employment opportunities without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, marital status, veteran status, genetic information, or any other protected characteristic under applicable law.