EDUCARE Proctor Bureau Coordinator - Administrative Services

Hiring Manager: Leslie Olivia Eyobo Makongo
Recruiter: Kira Charytoniuk

EDUCARE Proctor Bureau Coordinator, EMEA

Location: Warsaw, Poland

Work mode: Hybrid

About the Role

The EDUCARE Proctor Bureau (EPB) is part of Boston Scientific's Medical Education organization, supporting healthcare professional training on advanced medical technologies across Europe, the Middle East, and Africa (EMEA).

As an EDUCARE Proctor Bureau Coordinator, you will play an important role in coordinating proctoring activities, ensuring the smooth execution of training programs in which experienced physicians support other healthcare professionals in developing their clinical expertise.

You will work closely with internal teams, healthcare professionals, travel agencies, and external partners to manage training logistics, administrative processes, and compliance requirements.

This role offers an opportunity to contribute to impactful medical education initiatives in an international and collaborative environment.

Your Responsibilities Include

• Coordinate proctoring activities across the EMEA region, ensuring efficient planning and execution of healthcare professional training sessions.
• Organize travel arrangements, scheduling, and logistics in collaboration with Boston Scientific Therapy Representatives, travel agencies, and external partners.
• Manage proctoring requests and maintain proctors' availability schedules to ensure effective coordination of training activities.
• Support the timely progression of physicians through training programs while ensuring compliance with applicable regulations and internal policies.
• Coordinate administrative processes related to healthcare professional engagements, including contracts and required documentation.
• Manage and follow up on proctors' invoices, ensuring accurate supporting documentation and compliance with internal procedures.
• Organize meetings and training sessions involving healthcare professionals, ensuring effective communication and logistical support.
• Maintain strong working relationships with healthcare professionals, internal stakeholders, and external service providers.
• Prepare monthly KPI reports and support the monitoring of proctoring activities and operational performance.
• Maintain and update healthcare professional information and certification records in the eCare platform.
• Identify, document, and report discrepancies or technical issues related to the eCare platform.
• Support continuous improvement initiatives aimed at optimizing processes, improving operational efficiency, and enhancing service quality.
• Ensure that all activities are performed in accordance with applicable regulatory requirements and Boston Scientific's internal compliance standards.

What We Are Looking For

• Bachelor's or Master's degree in Communication, Sales, Marketing, Business Administration, or a related field.
• 3–5 years of relevant experience in event organization, coordination, administrative support, or similar roles.
• Experience in the medical device industry would be an advantage.
• Fluent English, both written and spoken; knowledge of French, Spanish, Italian, or another European language would be an advantage.
• Experience working with business platforms and collaboration tools, such as Salesforce Sales Cloud and SharePoint.
• Good proficiency in Microsoft Office applications, particularly Excel, Outlook, and PowerPoint.
• Strong organizational and coordination skills, with the ability to manage multiple activities and priorities simultaneously.
• Excellent communication and interpersonal skills, including experience interacting with senior stakeholders and external partners.
• Customer-oriented mindset with the ability to handle challenging situations calmly and professionally.
• Strong attention to detail and commitment to maintaining accurate documentation and records.
• Ability to work independently while collaborating effectively with international and cross-functional teams.
• Proactive, solution-oriented approach with a focus on process optimization and continuous improvement.
• Strong sense of accountability, professionalism, and commitment to delivering high-quality results.
• Team player with a collaborative mindset and the ability to build effective working relationships.

Internal Candidates

• Minimum of one year in the current position.
• Performance evaluation rating of "Successful" or above.
• No disciplinary actions within the last six months.

We offer:

• The opportunity to work for Boston Scientific Poland, certified as a Great Place to Work®, reflecting our commitment to an inclusive, collaborative and high-performing workplace.
• Hybrid work model (3 days in the office) with flexible working hours.
• A truly international and innovative work environment.
• Professional development, mentoring and career growth opportunities.
• Access to advanced tools and systems.
• An attractive benefits package, including:
• Private health care (Lux Med VIP)
• Multisport/Culture card
• Lunch card
• Life insurance
• Language courses
• Employee Assistance Program
• Employee Stock Purchase Plan (ESPP)
• Internal events and charity initiatives

Requisition ID: 637647