Administrative Coordinator, SITC

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Administrative Coordinator

CLIENT ASSOCIATION: Society for Immunotherapy of Cancer, SITC

REPORTS TO: Senior Administrative Manager

DIRECT REPORTS: None

EXEMPT/NON-EXEMPT EMPLOYEE STATUS: Non-Exempt (Minimum 37.5 hour 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.

Provides general administration support for the Society leadership and staff, including but not limited to the Executive Team. Assists with projects, programs, systems and technology integral to the successful operation of the Society.

JOB RESPONSIBILITIES: (Minimum 37.5 hours/week)

  • Administration
    • Provide office support including, but not limited to, answering general inquiries, maintaining electronic and paper files, managing general inventory/supplies, coordinating offsite storage and business card ordering for the Society
    • Ensure the accuracy and appropriate maintenance of the Society’s practices and procedure documents, including the Procedure Manual (or wiki) in accordance with leadership approvals and changing needs
    • Proofread relevant documents and update the Society website for administrative content
    • Help manage the Administrative Timeline for the department
    • Assist with meeting the technological needs of leadership and staff (including, but not limited to Zoom, iMIS, Smartsheet, WuFoo, etc.)
    • With the Administrative Managers, help to coordinate the invoicing and payment processing for the general Society activities as well as providing staff guidance on income/expense coding
    • Orient new staff to the Society, including providing relevant documents, manuals and trainings on administration, leadership and the systems and technology of the Society
    • Serve as a resource on administrative functions and procedures for staff
  • Leadership Support
    • Provide general leadership committee support including scheduling conference calls, coordinating meeting materials, writing and distributing minutes, etc.
    • Help maintain the accuracy of leadership files, both electronic and written
    • Support the Executive Team with preparation for Annual Meeting leadership meetings (supporter meetings, annual retreat, leadership meetings, industry meetings, membership business meeting, collaborations, etc.). Provide onsite meeting support if needed
    • Collect, review, and process reimbursement requests for leaders traveling on behalf of the Society
  • General
    • Assist the Executive Director and Associate Executive Director as needed
    • Other duties as assigned

EDUCATION/EXPERIENCE REQUIRED

  • Bachelor’s degree or equivalent experience preferred
  • 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
  • Previous association management experience and/or familiarity with nonprofit boards of directors a plus

OTHER REQUIREMENTS

  • Some evening and weekend work may be required
  • Occasional lifting, up to 50 pounds
  • Possible travel, up to two (2) weeks per year

*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.)

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