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Job Description:Program Coordinator-Physics

Essential Job Duties:

Invite speakers / committee liaison:

  • Coordinates program related events such as workshops, symposia, national and international Scientific Events etc.
  • Plans and organizes logistics for events, ensuring their smooth operation. Arranges for travel accommodations, transportation, displays and other event needs.
  • Negotiates event-related fees and honoraria agreements. Creates event programmes and agendas.
  • Ensure the smooth operation and that all logistics and other event details are implemented as planned.
  • Be main point of contact for Program chairs, session chairs, scientific committee and invited speakers for conference content/for all conference related communications.
  • Manage timelines for Program chairs, session chairs, scientific committee and invited speakers.
  • Increase media presence of scientific events by media partnering with companies.
  • Analyze previous event data to design and improve the participants’ scenario of current events.
  • Request for Proposals (RFP) and quotations (RFQ) for pre-sales.
  • Find out the target Market and prepare the strategic plan to approach them.
  • Time Management.

Conference program:

  • Confirm proposed program structure and ensure it works within limitations of time & space.
  • Confirm timing of breaks, lunches, start and end times.
  • Schedule preparation and time Management.

Abstract management and abstract book production:

  • Compile conference specific abstracts and update on Abstracts database.
  • Liaise with chair to confirm abstract review procedure and compile review instructions accordingly.
  • Pro-actively work with internal and external teams to ensure that deadlines are meet.
  • Compile abstract review data, send to chair and mark-up Abstracts database.
  • Update Abstracts with dates, times and numbers and notify speakers of their presentation times.
  • Coordinate poster program details, update presenters and supply guidelines .
  • Request presenters/speakers to register by Speaker registration deadline.
  • Collate abstracts, invited speaker bios and abstracts, artwork and sponsor files.
  • Compile all files into conference abstract book proof and send for printing.


  • Report on the status of conference to Director, Program Manager and Team Leader regularly and tailor each report to the receiver’s needs.
  • Create Management Information Reports including conference feedback for further conference development.



  • University Post Graduation with Physics and deep knowledge in the subject or an equivalent combination of training and experience.


  • Individual must possess a minimum of 1 or 2 years R & D experience in Pharmaceutical/ Medical/ Clinical companies.


  • Excellent written, verbal, and interpersonal communications skills.
  • Able to balance competing priorities, complex situations, and tight deadlines.
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