What are the responsibilities and job description for the Project Coordinator, SITC position at Executive Director, Inc.?
Project Coordinator
CLIENT ASSOCIATION: Society for Immunotherapy of Cancer
REPORTS TO: Director of Scientific Publications
DIRECT REPORTS: None
DIRECT REPORTS: None
STATUS: Non-Exempt (37.5 hours/week)
GENERAL SUMMARY
The Society for Immunotherapy of Cancer (SITC) is a non-profit medical professional society of influential scientists, academicians, researchers, clinicians, government representatives, and industry leaders from around the world dedicated to improving cancer patient outcomes by advancing the science and application of cancer immunotherapy. Reporting to the Director of Scientific Publications, the Project Coordinator is responsible for assisting with the successful implementation of the scientific publication efforts of the society including coordinating the organizational, administrative and logistical needs of the various committee and manuscript development groups as well as for the projects and tasks assigned to the team. In addition, the coordinator will provide valuable assistance for the Scientific Publications team members and Director by coordinating administrative aspects of the team including meeting scheduling, developing and updating reports, coordinating action item documentation and status reporting, and providing general assistance as needed for projects assigned to the department.
POSITION RESPONSIBILITIES
- With appropriate staff leads, provide support for the implementation and documentation of Scientific Publications team meetings including call polling, sending meeting confirmations, drafting agendas and other necessary documents, participate in the meeting and take call minutes, and track action items with appropriate follow up as needed
- Assist with the monitoring of the team and project timelines working with appropriate staff to update project management tools with applicable information on progress updates, next steps, reminders, etc.
- Coordinate with appropriate staff to develop Scientific Publications Team leadership updates and reports
- Monitor and update information for Scientific Publications volunteers and committees including collection of forms and other documents needed for participation and use this information to update all relevant lists, rosters and database profiles
- Provide assistance for Scientific Publications meetings as needed including hosting Zoom meetings in the virtual environment and providing logistical support for live events
- Coordinate with appropriate staff for distribution of Scientific Publications broadcast emails and other marketing and promotional efforts related to the activities and outputs of the team
- Assist with crafting and updating communications on behalf of the Scientific Publications team and leadership including letters, emails and website text
- Monitor and assist with updating the Scientific Publications web pages as new information becomes available
- Coordinate the data collection monitoring, analysis and reporting for the team outputs, especially as it pertains to published manuscript journal data and the user date for the guidelines mobile app
- Prepare and submit documents and forms pertaining to the administrative functions of the team including invoices, honoraria, reimbursements, work orders, etc.
- Serve as the primary source for Scientific Publications inquiries by fielding general Scientific Publications calls and monitoring the Scientific Publications informational email inbox
- Other duties as assigned
EDUCATION/Experience Required
- Qualifications - Outstanding interpersonal, organizational, and communications skills. Computer proficiency and ability to manage and prioritize multiple projects and timelines. An acute attention to detail and a high accuracy on outputs a must. Able to work successfully in a team environment. Professional demeanor both in verbal and written communications.
- Education - Bachelor’s Degree preferred
- Experience - One to three years of relevant work experience, ideally including project coordination/management with nonprofit organizations. Previous association management experience and familiarity with nonprofit committees and boards of directors a plus.
OTHER REQUIREMENTS
- Travel of up to 2 weeks per year
- Some evening and weekend work as needed
- Occasional lifting, up to 50 pounds
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