Meeting Abstracts Coordinator

About the role

ASCO has a new and exciting opportunity for a Meeting Abstracts Coordinator to join our Publishing team. In this role, the Meeting Abstracts Coordinator will coordinate the publication of scientific meeting abstracts, partner with cross-functional teams, and collaborate with vendors all while making an impact on oncology science, education, and research. This position is hybrid with a primary location at our headquarters in Alexandria, VA. The hire must reside within 75 miles of our headquarters and be available to work onsite as business needs require.

Responsibilities

• Develop and maintain production schedules, coordinating with internal stakeholders across multiple departments and external vendors.
• Coordinate the abstract data formatting process to ensure compliance with ASCO guidelines; perform pre- and post-publication online QC; and coordinate production of PDFs produced by a third-party vendor.
• Coordinate and execute the public release of meeting abstracts in partnership with stakeholders in IT, Education, and Communications; ensure accurate abstract counts and verify standard protocols to ensure successful publication aligned with ASCO embargo requirements. Serve as the final approver to push content live and handle all post-launch stakeholder communications.
• Process pre- and post-publication abstract change and withdrawal requests for both ASCO.org and ASCOPubs.org platforms, ensuring compliance with ASCO abstract submission guidelines and policies as well as scholarly publishing industry standards.
• Serve as the primary liaison for external vendors supporting the publication of the meeting abstracts, monitoring vendor performance, managing deliverables, troubleshooting and/or reporting issues, and providing programmatic feedback to ensure operational excellence.
• Coordinate review of conclusive title edits with the Meeting Abstracts Editor-in-Chief and Associate Editor and facilitate the adjudication of abstract errata and retractions.
• Develop and/or maintain process documentation for internal staff and freelancers/vendors and update author-facing guidelines as needed.
• Initiate and execute process improvements, obstacle anticipation and avoidance, and innovative advancements and improvements to products.
• Participate in publishing activities across the department as needed.

Requirements

• Bachelor’s Degree or equivalent years of experience
• 2 years of related coordinating or administrative experience
• Knowledge of academic/scientific writing, publishing, journals, websites
• Experience and in-depth knowledge of HTML, computer software, and demonstrated proficiency with Office 360 (Word, Excel, PowerPoint, Outlook)
• Understanding of content management and workflows

Skills

• Excellent time management skills with demonstrated ability to manage competing priorities, meet deadlines, prioritize, and multi-task
• Excellent organization skills with meticulous attention to detail
• Excellent communication skills, including written, with the ability to clearly communicate and convey, receive, and understand information
• Strong interpersonal and relationship building skills
• Strong analytical, problem-solving, and critical thinking skills
• Ability to work well both independently and collaboratively in teams
• Strong project management skills

Work Environment

• Fast-paced office environment.
• Extended periods seated or standing at a desk.
• High use of computer and other office technology equipment.

Travel

• 1-3 days/yr.
• Weekend work is required for approximately 3-4 weekends per year; occasional evening work required.

Pay

This is a non-exempt position based upon 37.5 hours per week. The hourly rate range for this position is $29.79-39.18.

Benefits

• Hybrid Work Environment
• Open Leave Policy
• Paid Family Leave
• 13 Paid Holidays per Calendar Year
• Staff Appreciation Days
• 401(k): 7.5% Employer Contribution
• Medical/Dental/Vision
• Employee Assistance Program
• Fertility and Family Forming
• Healthcare Concierge
• Flexible Spending Account(s)
• Healthcare Savings Account
• Disability and Life Insurance