Meeting Coordinator

Meeting Abstracts Coordinator

Are you interested in making a world of difference in cancer care?

Cancer strikes more than 10 million people worldwide each year. As the leading medical society representing doctors who care for people with cancer, the American Society of Clinical Oncology (ASCO) is committed to conquering cancer through research, education, and promotion of the highest quality care.

Who we are looking for:

ASCO has a new and exciting opportunity for a Meeting Abstracts Coordinator to join our Publishing team! In this role, the Meeting Abstracts Coordinator will coordinate the publication of scientific meeting abstracts, partner with cross-functional teams, and collaborate with vendors all while making an impact on oncology science, education, and research. If you are highly organized, passionate about project coordination, have exceptional attention to detail, and are interested in scientific publishing, we would love to hear from you! This position is hybrid with a primary location at our headquarters in Alexandria, VA. The hire must reside within 75 miles of our headquarters and be available to work onsite as business needs require.

Responsibilities

• Develop and maintain production schedules, coordinating with internal stakeholders across multiple departments and external vendors.
• Coordinate the abstract data formatting process to ensure compliance with ASCO guidelines; perform pre- and post-publication online QC; and coordinate production of PDFs produced by a third-party vendor.
• Coordinate and execute the public release of meeting abstracts in partnership with stakeholders in IT, Education, and Communications; ensure accurate abstract counts and verify standard protocols to ensure successful publication aligned with ASCO embargo requirements. Serve as the final approver to push content live and handle all post-launch stakeholder communications.
• Process pre- and post-publication abstract change and withdrawal requests for both ASCO.org and ASCOPubs.org platforms, ensuring compliance with ASCO abstract submission guidelines and policies as well as scholarly publishing industry standards.
• Serve as the primary liaison for external vendors supporting the publication of the meeting abstracts, monitoring vendor performance, managing deliverables, troubleshooting and/or reporting issues, and providing programmatic feedback to ensure operational excellence.
• Coordinate review of conclusive title edits with the Meeting Abstracts Editor-in-Chief and Associate Editor and facilitate the adjudication of abstract errata and retractions.
• Develop and/or maintain process documentation for internal staff and freelancers/vendors and update author-facing guidelines as needed.
• Initiate and execute process improvements, obstacle anticipation and avoidance, and innovative advancements and improvements to products.
• Participate in publishing activities across the department as needed.

Required Education and Experience

• Bachelor's Degree or equivalent years of experience
• 2 years of related coordinating or administrative experience
• Knowledge of academic/scientific writing, publishing, journals, websites
• Experience and in-depth knowledge of HTML, computer software, and demonstrated proficiency with Office 360 (Word, Excel, PowerPoint, Outlook)
• Understanding of content management and workflows

Competencies

• Excellent time management skills with demonstrated ability to manage competing priorities, meet deadlines, prioritize, and multi-task
• Excellent organization skills with meticulous attention to detail
• Excellent communication skills, including written, with the ability to clearly communicate and convey, receive, and understand information
• Strong interpersonal and relationship building skills
• Strong analytical, problem-solving, and critical thinking skills
• Ability to work well both independently and collaboratively in teams
• Strong project management skills

Work Environment

Fast-paced office environment.

ADA /Physical Requirements

Extended periods seated or standing at a desk.

High use of computer and other office technology equipment.

Travel 1-3 days/yr.

Weekend work is required for approximately 3-4 weekends per year; occasional evening work required.

Compensation

This is a non-exempt position based upon 37.5 hours per week. The hourly rate range for this position is $29.79-39.18. The range displayed reflects the minimum and maximum annualized salary ASCO expects to provide for a new hire for the position across the U.S. We thoughtfully determine and design offers based on the selected candidate's relevant experience and qualifications.

Generous Benefits Package:

• Hybrid Work Environment
• Open Leave Policy
• Paid Family Leave
• 13 Paid Holidays per Calendar Year
• Staff Appreciation Days
• 401(k): 7.5% Employer Contribution
• Medical/Dental/Vision
• Employee Assistance Program
• Fertility and Family Forming
• Healthcare Concierge
• Flexible Spending Account(s)
• Healthcare Savings Account
• Disability and Life Insurance

The Association for Clinical Oncology is an Equal Employment Opportunity (EEO) employer. It is the policy of the Company to provide equal employment opportunities to all qualified applicants without regard to race, color, national origin, sex, and religion.