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  • 615 Chestnut Street
    Philadelphia, PA 19106

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Staff Assistant

American Association for Cancer Research • Philadelphia, PA

Posted 1 month ago

Job Snapshot

Not for Profit - Charitable
Admin - Clerical

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Job Description

Job Category:   Full Time/Exempt

Department:     Scientific Programs

Reports To:       Director, Scientific Programs Administrator

Organizational Profile:

The American Association for Cancer Research (AACR), with more than 42,000 members residing in 120 countries, is the first and largest organization in the world dedicated to advances in all areas of high-quality, innovative cancer research.  Its mission is to prevent and cure all cancers.  The programs and activities of the AACR foster the exchange of new knowledge among scientists and physicians in the cancer field as well as in related biomedical sciences.  AACR publishes eight peer-reviewed scientific journals and an award-winning magazine for cancer patients and their loved ones; convenes topical scientific conferences and an annual meeting that draws more than 22,600 participants; offers educational workshops that train young investigators in a variety of scientific and clinical areas; funds fellowships, career development awards, and research grants for both senior and junior investigators; raises public awareness of the progress in and reasons for hope in the biology, detection, diagnosis, treatment, and prevention of cancer; engages actively in advocacy for increased federal research funding and other national policies that accelerate progress against cancer; and interacts with regulatory agencies to support regulatory science and policy.
Position Summary:

Assistants in the Scientific Programs Department provide administrative support to a Scientific Program Administrators, Senior Scientific Program Administrators, and Directors in the Department. The Scientific Programs Department is currently structured into teams, with one senior staff member paired with one support staff member to administer assigned meetings, conferences, think tanks, and educational workshop each year. This position requires regular interaction with outside scientific experts who are on the front lines of cancer research as well as heir support staff through written and verbal communications. The position also requires regular communications with internal staff across multiple departments (marketing, foundation/fundraising, publishing, finance, meeting logistics, CME, etc.) to successfully execute the scientific events according to AACR’s high standards.

Major Duties and Responsibilities:

Provides courteous, clear, and complete customer service as needed by phone and email
Drafts correspondence on behalf of Scientific Program Administrator and Directors
Maintains lists and organizes files for assigned programs
Assists with proofreading and editing of department materials as needed
Collaborates with other administrative staff in developing and maintaining the department’s record-keeping processes
Works with the Meetings and Exhibits Department to ensure accuracy of registration lists
Maintains accurate and timely records of abstract submissions; award applications, and workshop applications
Provides clerical and administrative support to Scientific Program Administrators and Directors
Interfaces with AACR’s database to produce reports on ad hoc basis
Serves as a backup in supervising temporary staff as needed
Coordinates assembly of meeting and workshop attendee materials – online, print, etc.
Complies reports and provides administrative support for meeting and workshop scientific leaders as needed Records and produces detailed minutes of calls and meetings as requested
Follows conference timelines and maintains up-to-date records
Obtains and maintains working knowledge of in-house and outsourced services related to meetings and workshops (abstract submitters, registration facilitators, etc. 
Performs the essential functions of the position, and other duties as required.

Job Requirements

Qualifications and Requirements:

BA or BS degree 2-3 years of related administrative support experience, preferably in a nonprofit environment
Excellent written and verbal communication skills
Ability to multi-task and prioritize diverse portfolio of assignments  Well-organized
Professional demeanor
Ability to work with multiple departments
Excellent interpersonal skills
Proficient in Microsoft products – Excel, Outlook, PowerPoint, and Word
Experience with Customer Relationship Management platforms preferred (Salesforce or similar)

How to Apply:

To apply, please send a resume, cover letter, one writing sample, and salary history to:
Human Resources
615 Chestnut Street, 17th Floor
Philadelphia, PA 19106
Fax: 215-440-1045

Equal Opportunity Employer

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