Job Category: Full Time/Exempt
Division: AACR Foundation
Reports To: Director, Community Relations and Events
The American Association for Cancer Research (AACR), with more than 37,000 members residing in 108 countries, is the first and largest organization in the world dedicated to advances in all areas of high-quality, innovative cancer research. Its mission is to prevent and cure all cancers. The programs and activities of the AACR foster the exchange of new knowledge among scientists and physicians in the cancer field as well as in related biomedical sciences. AACR publishes eight peer-reviewed scientific journals and an award-winning magazine for cancer patients and their loved ones; convenes topical scientific conferences and an annual meeting that draws more than 19,400 participants; offers educational workshops that train young investigators in a variety of scientific and clinical areas; funds fellowships, career development awards, and research grants for both senior and junior investigators; raises public awareness of the progress in and reasons for hope in the biology, detection, diagnosis, treatment, and prevention of cancer; engages actively in advocacy for increased federal research funding and other national policies that accelerate progress against cancer; and interacts with regulatory agencies to support regulatory science and policy.
The Administrative Coordinator Community Relations and Events provides a high level of support to the Director, Community Relations and Events performing a wide variety of administrative tasks that assist with the events and activities for the unit. Communicates with participants, supporters and donors.
Major Duties and Responsibilities:
•Performs a wide variety of administrative tasks in support of the Director of Community Relations and Events.
•Maintains database of supporters, donors and prospects.
•Inputs daily activities for accountability and tracking in iMIS.
•Assist the Director with VIP tracking for Annual Meeting.
•Assist the Director with logistics for meetings and events (F&B, specs, AV, materials) etc.
•Schedules appointments and maintains the Director’s calendar.
•Answers incoming calls for the Director and responds to departmental inquiries.
•Proofreads and edits correspondence and other departmental materials.
•Accompanies Director to internal and external meetings and events and activities as necessary.
•Organizes and maintains files of events and activities related to the Unit.
•Effectively communicates written and verbal with donors, partners and supporters.
•Prepares presentation slides for support opportunities.
•Drafts and produces correspondence, agendas, supporting documents, etc.
•Provides assistance and a high level of customer service to participants, individuals and organizations supporting the AACR Foundation.
•Organizes the Special Events collateral materials and general office supplies, maintains adequate quantities, and assists with replenishing stock as needed.
•Collaborates with donors, participants and other departments to ensure the production and delivery of collateral materials.
•Maintains spreadsheets and tracking systems for the proactive and timely administration of benefits for participants and supporters.
•Maintains calendar of events activities for the unit to ensure successful planning and implementation.
•Schedules and coordinates internal and external meetings.
•Records and produces detailed minutes of meetings, calls, etc. as needed.
•Maintains the document filing system and electronic database.
•Manages and ensures the accuracy of donor information including contact information and information related to gifts and contributions and benefits.
•Completes applications for CFU, United Way and other sponsor/support portals.
•Compiles information from team members for monthly reports.
•Prepares reports for the Director Community Relations and Events as needed.
•Drafts follow-up correspondence from meetings and calls.
•Produces gift acknowledgements, as necessary, in accordance with the Foundation’s procedures.
•Keeps up to date with fundraising programs and other applicable software programs.
•Prospects opportunities for new supporter’s/sponsors, events and activities to enhance the brand.
•Pack, ship and track materials for events and activities.
•Reconciles expense reports for events, budgets, American Express, etc.
•Performs the essential functions of the position, and other tasks as assigned and as required.