Society Affairs Coordinator

European Society for Radiotherapy and Oncology
  • Location
    Brussels, Belgium
  • Sector
    Non Profit
  • Experience
    Early Career
  • Apply by
  • Posted
    Sep 07

Position description

ESTRO in a few words

Founded in 1980, ESTRO, the European Society for Radiotherapy & Oncology (ESTRO), is a non-profit and scientific organisation that aims at reinforcing radiation oncology as a core partner in multidisciplinary cancer care and at guaranteeing accessible and high-value radiation therapy for all cancer patients who need it.

With over 7 000 members in and outside Europe, ESTRO supports all the Radiation Oncology professionals in their daily practice: Radiation Oncologists, Medical Physicists, Radiobiologists and 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.

Job objective

The Society Affairs Coordinator is responsible for supporting the effective functioning of ESTRO’s Governance. S/he provides operational support to the Governance Project Manager for all Society Affairs activities. He/she supports the coordination, planning, follow-up and logistics related to ESTRO Governance bodies, namely the General Assembly, the Board of Directors, as well as ESTRO Councils and Committees. S/he is also responsible for facilitating the work of specific Committees, including their working groups and task forces.

Main Responsibilities

Core activities

Coordination of Society Affairs activities: General Assembly and Board of Directors

  • Support the management of the General Assembly and the Board of Directors. This includes scheduling meetings, managing IT tools (e.g., Zoom) and logistics (e.g., travel, accommodation, catering) preparing the meeting’s material (e.g., slides, minutes), and ensuring all preparatory and follow-up administrative tasks;
  • Implement the Governance meetings, as planned, under the supervision of the Governance Project Manager;
  • Implement a timely follow-up on the decisions made and ensure the functioning of the Society Affairs Unit when the Governance Project Manager is absent;
  • Compile administrative documents linked to the Board (passports, CVs, proof of address, etc.), ensuring the security of their personal data;
  • Perform the necessary tasks to ensure ESTRO’s compliance with Belgian and international legislation;
  • When needed, support the work of ad hoc working groups and task forces;
  • Ensure the administrative tasks linked to: the General Assembly; the Society’s elections and the nomination of recipients for ESTRO Awards and Honours;
  • Support the Governance Project Manager in coordinating with other Committee and Council Managers within ESTRO (scheduling of coordination meetings, preparing minutes, ensuring follow-up activities);
  • Support the Society Affairs Unit during the ESTRO Annual Congress: set up the Presidents’ schedule and participate in the organization of Social Events, Governance meetings, and the onsite General Assembly;
  • Ensure the daily management of the ESTRO’s Memoranda of Understanding (MoU) database and the planning of the MoUs to be renewed;
  • Develop and maintain standard operating procedures and meeting templates for Governance and Committee management;
  • Keep abreast of Governance activities agenda and manage the operational requirements in the absence of the Governance Project Manager.

Coordination of ESTRO Committees

  • Ensure the coordination of specific ESTRO Committees primarily the Physics Committee and the GEC ESTRO Committee. The main tasks will include the organization of meetings (scheduling and logistics), the preparation of agendas and meeting material in collaboration with the Committee Chairs, the drafting of minutes, as well as the accurate and timely completion of all follow-up activities;
  • Support the management of the Committees’ finances, ensuring that all activities are in line with the allocated budgets;
  • Work together with the Events Unit in the organization of annual committees’ workshops;
  • Ensure smooth and continuous communication within the Committees as well as between the Committees and other Governance bodies;
  • Promote and give visibility to the Committee’s activities by identifying pieces of content that can be disseminated internally and externally (by liaising with the Communication unit).

Other duties as per defined scope.
Participating to and/or leading transversal projects.

Education and professional experience

  • Bachelor’s degree, preferably in Political Science, Public Affairs, Business Administration or Communication;
  • 1 to 2 years of experience within an Association (preferably scientific, medical);
  • Experience working with governing bodies in associations (so with elected volunteers) is a plus.

If you reside in Belgium and you also combine following criteria and qualities, then you are probably the person we are looking for:

  • An excellent command of English*, both written and spoken, is paramount to interact with Board and Committees Members;
  • True believer in ESTRO Vision and values;
  • Excellent organization & interpersonal skills;
  • Strong time management and planning skills, and ability to multi-task and to prioritize work;
  • Constructive and problem-solving attitude;
  • Proactive and not afraid to ask questions;
  • Capability of expressing oneself in a diplomatic yet assertive way;
  • Ability to manage stress and communicate openly with their manager;
  • Eye for detail;
  • Discretion and confidentiality when treating sensitive information;
  • Flexibility and ability of coping effectively with changing deadlines.

(*) Working language of ESTRO

Application instructions

To apply, please send your CV and cover letter in English (with reference “GOVERNANCE” in the subject line) by 30 September 2022 latest. Only shortlisted candidates will be contacted. Contacts should happen by 10 October 2022.

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