Programme Coordinator

European Society for Radiotherapy & Oncology

About the Organisation

Founded in 1980, ESTRO, the European Society for Radiotherapy & Oncology (ESTRO), is a non-profit and scientific organization that aims to reinforce radiation oncology as a core partner in multidisciplinary cancer care and guarantee accessible and high-value radiation therapy for all cancer patients who need it. With over 9,000 members in and outside Europe, ESTRO supports all Radiation Oncology professionals in their daily practice: Radiation Oncologists, Medical Physicists, Radiobiologists RTTs (Radiation Therapists), and the wider oncology community. ESTRO’s mission is to promote innovation, research, and dissemination of science through its congresses, special meetings, educational courses, and publications.

About the role

Programme Coordinator primarily supports ESTRO’s Programme Manager in the development of the scientific programs for ESTRO’s annual congress and other joint events. S/he is responsible for facilitating the work of Committees and task forces linked to the scientific unit, namely the clinical committee.

Responsibilities

Content Management System Support:

• Input, update, and maintain scientific program details of the annual congress and other scientific events in the content management system

Abstract Management Support for ESTRO Congresses and Events:

• Abstract submission/review pages with the content management system provider
• Respond to queries from abstract submitters
• Process the abstracts submitted
• Input abstract reviewers in the content management system
• Manage the communications to abstract submitters/reviewers via the content management system
• Participate in, and assist with, the preparation of supporting materials for abstract meetings

Speaker Management:

• Coordinate all communications and arrangements for congress and events’ invited speakers (confirmation letters, technical requirements, hotel bookings, travel, registrations and reimbursements) as per the
  programme development timeline
• Provide data/statistics on the invited speaker/abstract program

On-Site Events:

• Main point of contact for invited speakers
• Facilitate registration of invited speakers
• Facilitate delivery of presentations by invited speakers
• Support and work together with the on-site congress team for any aspects related to the congress programme
• Prepare congress and events’ evaluation surveys
• Upload presentations in ESTRO e-library

Promotional Materials Abstract:

• Review all conference promotional materials
• Prepare the congress and events’ abstract book
• Coordination of ESTRO Annual meeting programme journeys
• Liaise with the focus groups to develop the programme journey.
• Liaise with the focus groups to organize the Meet & Greet networking sessions for the journeys.
• Handle all logistical aspects linked to the Meet & Greet networking sessions (registration, signage, catering, etc).

Skills, Competencies & Experience

• 2 years in an international environment, ideally with experience in setting up scientific programs for healthcare associations.
• Fluent in English (verbal and written) Excellent communication skills
• Other languages are an asset for interacting with different stakeholders
• Highly organized with the ability to plan forward and meet tight deadlines
• Good interpersonal skills and ability to work in international teams of both ex-pats and local professionals
• Sensitive towards and appreciative of working with volunteers
• Strong ability to multitask, stress-resistant, capable to prioritize, flexible, open, and positive, strong attention to detail
• Ability to work independently with minimum supervision and to take personal responsibility for the assigned tasks (proven sense of responsibility)
• Comfortable with recurrent tasks in the long run
• Driven by the willingness to see a project through to completion
• Mature, polite, and empathetic professional
• Proficient with Microsoft Suite; experience managing databases a plus

Required Qualifications

• Secondary Diploma Degree

Compensation & Benefits

• Attractive Salary
• Others Benefits

Working locations

• Remotely working in Brussels Belgium

How to apply

• Send an email to [email protected] with a CV in English, a reference, and a cover letter, with the subject line "Scientific Programme Coordinator" by 6th February 2025 at 2025

Interviews

• Only shortlisted candidates will be contacted for an interview. The interview will held on 15th February 2025

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