Scientific Affairs Specialist

About the Role Reports to: Senior Director, Scientific Affairs Direct reports: None Location: Hybrid in Waukesha, WI (Tuesdays and Wednesdays on-site) The Scientific Affairs Specialist provides operational and project support across the Scientific Affairs department. This position works closely with department staff to support the Society’s scientific programs, including the Annual meeting abstracts program, Career Development Awards, and other scientific initiatives. As part of the newly established Scientific Affairs department, this role will help coordinate projects, improve workflows, and provide flexible support across departmental priorities as needs evolve. The ideal candidate is a highly organized, proactive professional with strong project coordination skills and exceptional attention to detail. This individual demonstrates initiative, adapts to changing priorities, and effectively manages multiple projects in a collaborative environment. The successful candidate is committed to continuous learning and contributes to the continuous growth of the Scientific Affairs department. Primary Responsibilities Abstracts Program Work closely with the Abstract Program Lead to support the Annual Meeting abstracts program and other Society abstract programs throughout the abstract lifecycle, providing additional operational support during peak submission and review periods. Coordinate abstract submission and peer review activities, including submission monitoring, reviewer recruitment and communications, reviewer assignments and deadline management. Manage communications with abstract submitters, reviewers, presenters, and session chairs, responding inquiries and supporting timely completion of program milestones. Support scientific program development by assisting with abstract scheduling, session planning, presenter management, and preparation of abstract-related materials for publication and meeting planning. Maintain abstract program documentation, standard operating procedures, program records, reports, and quality control processes to support efficient program administration. Awards Program Work closely with the Awards Program Lead to support the administration of Career Development Awards and other scientific awards. Coordinate award application and review activities, including application tracking, reviewer coordination, review materials, and timeline management. Manage award communications, including applicant inquiries, reviewer correspondence, award notifications, and post-award follow-up. Maintain award records, documentation, and standard operating procedures to ensure accurate program administration and audit readiness. Support award fulfillment activities, including payment processing, recipient documentation, coordination with partner organizations, and post-award reporting activities. Operations Support department-wide scientific initiatives, special projects, and strategic partnerships as assigned. Coordinate departmental projects by tracking timelines, organizing meetings, , documenting meeting minutes, and following up on action items. Maintain and organize departmental records, templates, standard operating procedures to support efficient department operations. Identify opportunities to improve departmental processes and workflows and assist with implementing process improvement. Qualifications Bachelor's degree required; master's degree or other advanced degree preferred. One to two years of experience in program coordination, project management, operations, or a related field required. Demonstrated experience collecting, analyzing, and interpreting data to produce reports and support decision-making preferred. Strong organizational and time management skills with exceptional attention to detail and accuracy. Excellent written, verbal, and interpersonal communication skills, with the ability to communicate effectively with diverse audiences. Proven ability to manage multiple priorities simultaneously, meet deadlines, and adapt to changing priorities in a fast-paced environment. Ability to work independently with minimal supervision while also collaborating effectively as part of a cross-functional team. Strong problem-solving and critical-thinking skills with the ability to identify issues and recommend practical solutions. Proficiency with Microsoft 365 applications, including Excel, Word, Outlook, Teams, and SharePoint; ability to learn new technology platforms quickly. Experience using project management, collaboration, or workflow management software (e.g., Asana, Monday.com, Smartsheet, Trello, or similar) preferred. Experience working with databases, customer relationship management (CRM) systems, or association management systems (AMS) is preferred. Demonstrated commitment to providing exceptional customer service and maintaining professionalism when interacting with internal and external stakeholders. Ability to handle confidential and sensitive information with discretion and sound judgment. Willingness and ability to work occasional evenings and weekends to support meetings, events, or peak program periods. Ability to travel up to 3 weeks per year. #J-18808-Ljbffr American Society of Gene & Cell Therapy