What are the responsibilities and job description for the Senior Administrative Coordinator, Scientific Programs and Initiatives position at American Association for Cancer Research?
The AACR is seeking a candidate to support AACR’s mission and programs that are designed to drive the scientific agenda of the organization. Specifically, this position will support the AACR’s Scientific Programs and Initiatives team who oversee and manage AACR’s scientific working groups, scientific achievement awards, the Fellows of the AACR Academy, and all annual AACR committee and association group appointments.
This position will manage core administrative functions of the team, such as managing inbox triage, coordinating meeting schedules, providing timely reminders for upcoming deadlines and action items, developing and maintaining webpage content, and supporting the annual committee and association group appointment process. Responsibilities will include tracking communications and maintaining relevant file repositories.
This position will also provide operational support for the AACR’s ten scientific working groups which focus on key research areas including cancer evolution, pathology, prevention, immunology, chemistry, hematologic malignancies, pediatric cancer, population sciences, radiation science, and the tumor microenvironment. The Senior Administrative Coordinator will contribute to the efficient administration of these groups in collaboration with existing Executive Office staff and as organizational needs dictate.
This position will manage core administrative functions of the team, such as managing inbox triage, coordinating meeting schedules, providing timely reminders for upcoming deadlines and action items, developing and maintaining webpage content, and supporting the annual committee and association group appointment process. Responsibilities will include tracking communications and maintaining relevant file repositories.
This position will also provide operational support for the AACR’s ten scientific working groups which focus on key research areas including cancer evolution, pathology, prevention, immunology, chemistry, hematologic malignancies, pediatric cancer, population sciences, radiation science, and the tumor microenvironment. The Senior Administrative Coordinator will contribute to the efficient administration of these groups in collaboration with existing Executive Office staff and as organizational needs dictate.
- Support the team leader by managing inbox triage, coordinating meeting schedules, and providing timely reminders for upcoming deadlines and action items
- Schedule weekly team regroup meetings and assist with the coordination of scheduling for all necessary meetings involving AACR staff, members, and other relevant parties
- Facilitate the creation of detailed summary reports for all meetings to effectively support the team leader’s strategic oversight
- Assist in the coordination and execution of all logistical aspects of AACR Executive Office Scientific Programs and Initiatives-led sessions and meetings, while contributing to the preparation of comprehensive post-meeting reports focused on operational enhancements and strategic process improvements
- Assist with the tracking and recording of communications and appointments for all AACR Annual Meeting, standing, scientific achievement award, and scientific grant review committees, including preparing, organizing, and maintaining both annual and historical committee file repositories
- Oversee the creation, preparation, and maintenance of webpages specific to AACR committees, scientific achievement awards, scientific working groups, and all other relevant pages on the official AACR website
- Manage essential administrative operations, such as coordinating office supply procurement and maintaining accurate inventory records to support efficient office functionality
- Perform all essential duties and functions of the position and other related duties as assigned and as necessary
- Eligible candidates must have 7-10 years of administrative experience, preferably in a non-profit, academic, or scientific environment
- Interested individuals must possess the following attributes
- Excellence in written and verbal communications
- High proficiency in Microsoft Office applications and ability to navigate technological software and platforms including virtual meeting platforms (i.e., Microsoft Teams, Zoom, etc.) and project management software
- Knowledge of corporate organizational structure and function
- Strong interpersonal skills and professional demeanor
- Ability to work independently and within a team environment
- Capability to manage time and prioritize tasks while adapting to diverse workloads and deadlines
- Precise attention to detail
- Exceptional administrative and organizational skills
- Desire to follow through on projects in a timely manner
- BA or BS degree required and knowledge of basic science and medical terminology required
- To apply, please submit a resume and cover letter (required)