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, SITC
REPORTS TO: Director of Scientific Publications
DIRECT REPORTS: None
EXEMPT/NON-EXEMPT EMPLOYEE STATUS: Non-Exempt (Minimum 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. This coordinator position reports to the Director of Scientific Publications and will support the day-to-day operations of the society’s peer-reviewed journal (50%) as well as provide project-specific support for society initiatives (50%).
As an integral part of the team, the Project Coordinator will assist with the successful implementation of department projects and initiatives by serving as a key point of contact for volunteers and staff as well as a trusted source of information for the projects and tasks assigned. Core duties of the coordinator include providing valuable administrative assistance and project coordination such as scheduling meetings, developing meeting materials and project reports, documenting and monitoring action items, taking meeting minutes, ensuring appropriate documentation, and providing general assistance as needed for projects assigned to the department. Candidates with a high attention to detail and exceptional organizational skills are encouraged to apply.
POSITION RESPONSIBILITIES (Minimum 37.5 hours/week)
- Provide support for the implementation and documentation of project meetings including call polling, sending meeting confirmations, drafting agendas and other necessary documents, participating in the meeting and taking call minutes, and tracking action items with appropriate follow-up as needed
- Assist with monitoring project timelines, working with appropriate staff to update project management tools with applicable information on progress updates, next steps, reminders, etc.
- Develop and update relevant tracking lists, rosters, and database profiles
- Monitor general email boxes and effectively communicate appropriate responses in a timely manner
- Assist with crafting and updating communications on behalf of key staff and volunteer leaders including letters, emails, and website text
- Prepare and submit needed documents, forms, and work orders
- Process financial transactions, such as invoices, honoraria payments, and travel reimbursements
- Learn and utilize available tools and technology resources to assist in project monitoring and completion including, but not limited to, virtual meeting platform, membership database, task tracker, surveying and polling tools, publication management platform, etc.
- Coordinate with appropriate parties for the implementation of promotional tactics such as social media posts, ad development, etc.
- Assist with the development and implementation of special annual and ad hoc projects
- Other duties as assigned
EDUCATION/EXPERIENCE REQUIRED
- Qualifications - Outstanding interpersonal, organizational, and communications skills. Computer proficiency (Microsoft Word, Excel, PowerPoint, Teams, etc.) and ability to manage and prioritize multiple projects and timelines. Acute attention to detail and high accuracy on outputs a must. Ability 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 or scientific journal experience and/or 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
*This position is located in downtown Milwaukee, WI and a minimum of two days onsite in the office (including Wednesday as an all-staff-in-office day) are a requirement of the role.
*Please apply to the role that best aligns to your experience and qualifications. We’ll discuss your interests and possible opportunities during an initial phone interview. (No need to apply to multiple opportunities.)
*Please apply to the role that best aligns to your experience and qualifications. We’ll discuss your interests and possible opportunities during an initial phone interview. (No need to apply to multiple opportunities.)
