Administrative Coordinator
CLIENT ASSOCIATION(s): Society for Immunotherapy of Cancer
POSITION REPORTS TO: Senior Administrative Manager
DIRECT REPORTS: None
EMPLOYEE STATUS: Non-Exempt, Full-time (37.5 hours per week)
ROLE TYPE/LEVEL: Entry Level
CLIENT/DEPARTMENT OVERVIEW:
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.
COMPANY OVERVIEW:
Executive Director, Inc. (EDI) is a leading association management company providing counsel and management for nearly 40 national and global medical, health, scientific associations and certifying bodies. Founded in 1962, our experience is key to the success of our clients. Our ability to translate depth of knowledge into client success has led to EDI managing a portfolio of clients—ranging in size from 200 to 21,000 members and certificants and growing. Client budgets range from $250,000 to multiple clients with annual budgets in excess of $10 million dollars. Learn more here: www.execinc.com/about-edi
JOB OVERVIEW:
Provides general administration support for the Society leadership and staff, including but not limited to the Executive Team. Assists with meetings, committees, projects, programs, systems and technology integral to the successful operation of the Society.
POSITION RESPONSIBILITIES (minimum of 37.5 hours/week):
Administration
- Provide first-line support for general Society inquiries received by phone or departmental email accounts and route inquiries to the appropriate staff member.
- Provide general office support, including maintaining electronic and paper files, managing inventory and supplies, coordinating offsite storage for the Society.
- Support staff onboarding and off boarding by preparing workspaces, welcome materials, and supplies; providing orientation to administrative procedures; and coordinating updates to systems and technology.
- Help keep the membership database current by updating member information and assisting with standard data-integrity checks.
- Make routine website updates using staff-provided and approved content.
- Assist with the technology needs of leadership and staff, including Microsoft 365, Zoom, the association database (iMiS), Doodle, Jotform, Smartsheet, Wufoo, and other systems.
- With the Administrative Managers, help coordinate invoice and payment processing for general Society activities.
- Coordinate faculty reimbursements and stipend requests and submit the necessary information to accounting for processing.
- Ensure the accuracy and appropriate maintenance of the Society’s administrative practices and procedure documents, including updating the Procedure Manual in accordance with leadership approvals and changing needs.
- Serve as a resource for staff on established administrative functions and procedures.
Leadership Support
- Provide administrative and project support for departmental meetings and committee initiatives, including scheduling, invitations, attendee tracking, agenda and meeting material preparation, meeting minutes, action-item tracking, and project timelines.
- Coordinate and maintain committee and leadership rosters, timelines, and reports
- Support the Executive Team in preparing for leadership activities and meetings, including supporter meetings, the annual retreat, leadership and industry meetings, the Membership Business Meeting, and collaborative programs.
- Provide onsite meeting support as needed.
- Help coordinate travel, process reimbursement and stipend requests for leaders traveling on behalf of the Society.
General
- Assist the Executive Director and Associate Executive Director as needed
- Other duties as assigned
SKILLS AND QUALIFICATIONS:
- Outstanding interpersonal, organizational, and communications skills
- Highly motivated with the ability to manage multiple projects and prioritize to meet multi-faceted and sometimes rapid deadlines.
- Able to work successfully in a team environment
- Comfort learning databases, virtual platforms, project trackers, and online forms
- Professional and service-oriented approach when working with staff, members, and volunteers
EDUCATION/EXPERIENCE:
- Bachelor’s degree or equivalent experience preferred
- Previous association management experience and/or familiarity with nonprofit boards of directors a plus
TRAVEL REQUIRED:
Possible travel, up to two (2) weeks per year
WORK ENVIRONMENT:
This is a full-time position located in our office 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.
PHYSICAL REQUIREMENTS: (lifting, packaging, etc.) Occasional lifting, up to 50 pounds
ADDITIONAL INFORMATION:
Early morning, evening and weekend work may be required to meet client needs.