Administrative Coordinator, SITC

Administrative Coordinator role supporting the Society for Immunotherapy of Cancer (SITC), a non-profit medical professional society dedicated to advancing cancer immunotherapy.

About the role

Provides general administration support for the Society leadership and staff, including the Executive Team. Assists with meetings, committees, projects, programs, systems, and technology integral to the successful operation of the Society.

This is a non-exempt, full-time (37.5 hours per week) entry-level position reporting to the Senior Administrative Manager.

Responsibilities

• 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 offboarding by preparing workspaces, welcome materials, and supplies; providing orientation to administrative procedures; and coordinating updates to systems and technology.
• 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.
• 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 meetings, including assembling materials, coordinating logistics, and following up on action items.

Requirements

• Bachelor’s degree or equivalent experience.
• 1-2 years of administrative experience, preferably in a non-profit or association environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with database management.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.
• Demonstrated ability to work independently and as part of a team.

Schedule

Full-time, 37.5 hours per week.