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Administrative Coordinator

2 months ago

Philadelphia, United States American Association for Cancer Research Full time

Overview:

Position Summary:

The Administrative Coordinator will provide administrative and technical support to the senior management team within the AACRs Publishing Division. The management team works closely with internal and external stakeholders on key projects that are foundational to the organizations publication of high-quality science regarding the latest cancer research advances that inform the scientific and clinical research communities served by the AACR. The Administrative Coordinator will play a significant role in coordinating communications, assigning tasks, and following up on deliverables with all stakeholders working with the management team on various projects. In addition, the successful candidate will maintain and ensure the accuracy of various records essential for the Publishing Divisions operations and must have advanced-level knowledge of working with Microsoft Office 365 applications, as well as mid-level knowledge of maintaining and updating Salesforce records and reports. The position requires an individual with three to five years of administrative experience who is detail-oriented, proactive, and adaptable.

Responsibilities:

Major Duties and Responsibilities:

  • Provides administrative support pertaining to the Publishing Divisions reporting needs.
  • Assists the team with professional correspondence with internal stakeholders-- including senior staff members from across the AACR--as well as external stakeholders such as authors, editors, publications committee members, and others.
  • Organizes and structures data relevant to all active vendor contracts and notifies relevant staff members when key contract dates are approaching.
  • Coordinates the development and timely execution of key project timelines and deliverables.
  • Assists with scheduling and coordinating internal and external events such as meetings held in person or via Zoom/Microsoft Teams.
  • Prepares, organizes, and maintains key databases and master lists applicable to Publishing Division initiatives, such as AACR Annual Meeting activities, editorial retreats, budgeting/financial communications, and other initiatives.
  • Tracks all staff travel documents, including travel requests, estimated expenses, and actual costs.
  • Prepares professional-grade documents and presentations using Microsoft Office 365 for internal and external stakeholders.
  • Other duties as assigned.


Qualifications:

Job Qualifications:

  • A. or B.S. degree required.
  • Three to five years of previous work experience in an administrative support capacity, including coordinating large projects with multiple stakeholders.
  • Advanced knowledge of Microsoft Office 365 Suite; Word, Outlook, PowerPoint, Excel, Teams, Planner. Working knowledge of Microsoft Power BI is a plus.
  • Working knowledge of updating and maintaining Salesforce records and reports.
  • Experience in an academic or non-profit environment is a plus.
  • Excellent organizational, verbal, and written communication skills.
  • Strong interpersonal and professional skills.
  • Ability to work effectively as part of a team.
  • Ability to track the timelines of multiple projects.