Program Associate

Program Associate

Program Associates in the Scientific Conferences and Workshops Department provide administrative support to Program Administrators, Scientific Program Administrators, and Directors in the Department. The Department administers scientific conferences, workshops, and special projects.

This position requires regular interactions with external scientific experts who are on the front lines of cancer research, as well as their support staff, through written and verbal communications. The position also requires regular communications with internal staff across various departments (marketing, communications, foundation, publishing, finance, meeting logistics, CME, etc.) to successfully execute the scientific conferences and workshops according to AACR's high standards.

Responsibilities

• Assist with proofreading and editing of department materials as needed
• Collaborate with other administrative staff in developing and maintaining the department's record-keeping processes, standard procedures, and templates
• Compile reports and provide administrative support for the scientific leaders of meetings and workshops using internal and external data sources
• Coordinate assembly of conference and workshop attendee materials online, print, etc.
• Draft correspondence on behalf of Program Administrators, Scientific Program Administrators, and Directors
• Maintain accurate and timely records of abstract submissions, award applications, and workshop applications
• Maintain open communication within the department
• Maintain project timelines
• Obtain a working knowledge of internal and external technologies related to meetings and workshops (abstract submitters, registration systems, website management systems, file sharing services, etc.)
• Provide administrative support to Program Administrators, Scientific Program Administrators, and Directors
• Provide courteous, clear, and comprehensive customer/member service as needed by phone and email
• Record and produce detailed minutes of calls and meetings
• Perform the essential functions of the position and other duties as required

Qualifications

• BA or BS degree required
• 1-3 years of administrative support experience, preferably in an academic, government, non-profit, or healthcare or biomedical research related organization
• Ability to multi-task and prioritize a diverse portfolio of assignments
• Excellent interpersonal skills
• Excellent written and verbal communication skills
• Strong organizational skills with a substantive attention to detail
• Professional demeanor
• Proficiency in Microsoft products Excel, Outlook, PowerPoint, Teams, and Word
• Experience in SalesForce, OpenWater, and website management software preferred