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Scientific Programs Administrative Coordinator

2 months ago

Philadelphia, Pennsylvania, United States American Association for Cancer Research Full time

Position Overview:

The American Association for Cancer Research is seeking a dedicated Administrative Coordinator for its Scientific Programs Department. This role is pivotal in delivering administrative assistance to Program Administrators, Senior Program Administrators, and Directors within the department. The team is responsible for orchestrating scientific meetings, conferences, innovation summits, educational workshops, and various special initiatives.

Key Responsibilities:

  • Deliver exceptional customer service through effective communication via phone and email.
  • Compose and manage correspondence on behalf of Program Administrators and Directors.
  • Organize and maintain comprehensive files and lists for assigned programs.
  • Assist in the proofreading and editing of departmental materials as required.
  • Collaborate with fellow administrative personnel to enhance the department's record-keeping systems.
  • Coordinate with the Meetings and Exhibits Department to verify the accuracy of registration lists.
  • Maintain precise and timely records of abstract submissions, award applications, and workshop applications.
  • Provide robust administrative support to Program Administrators and Directors.
  • Utilize AACR databases to generate reports for program planning and management on an as-needed basis.
  • Act as a backup supervisor for temporary staff when necessary.
  • Oversee the assembly of materials for meeting and workshop attendees, both online and in print.
  • Compile reports and offer administrative assistance to scientific leaders during meetings and workshops.
  • Document and produce detailed minutes from calls and meetings.
  • Maintain updated conference timelines and records.
  • Acquire a thorough understanding of in-house and outsourced services related to meetings and workshops.
  • Execute essential functions of the role and undertake additional duties as required.

Qualifications:

  • Bachelor's degree (BA or BS) is required.
  • 2-3 years of relevant administrative support experience, ideally within a nonprofit setting.
  • Outstanding written and verbal communication skills.
  • Proven ability to manage multiple tasks and prioritize a diverse range of assignments.
  • Strong organizational capabilities with meticulous attention to detail.
  • Professional demeanor and excellent interpersonal skills.
  • Proficiency in Microsoft Office Suite, including Excel, Outlook, PowerPoint, and Word.
  • Experience with SalesForce is advantageous.