Volunteer and Operations Coordinator

American Society of Clinical Oncology
life insurance, flexible benefit account, paid holidays, 401(k)
United States, Virginia, Alexandria
2318 Mill Road (Show on map)
Oct 28, 2024
Cancer strikes more than 10 million people worldwide each year. The ASCO Association d/b/a Association for Clinical Oncology (the "Association") is a 501(c)(6) professional membership association representing a diverse network of nearly 45,000 oncology professionals. The Association, along with its affiliates the American Society of Clinical Oncology (the "Society"), Conquer Cancer, the ASCO Foundation, and QOPI Certification Program, LLC, (collectively, "ASCO") are committed to conquering cancer through research, education, and promotion of the highest quality, equitable patient care. ASCO is a flexible, high-performance membership organization where employees collaborate to support our mission through evidence, care, and impact. Together with Conquer Cancer, the ASCO Foundation, we foster a culture that prioritizes customer-centricity, emphasizes teamwork, commits to quality, and values inclusion. Our culture, ASCO Works - Our Way of Working, has long enabled workplace flexibility and embraced technology to help us achieve balance. ASCO offers competitive salaries, an excellent benefits package, and opportunities to participate in professional development programs. To learn what it's like to work at the Association, click here. Who we are looking for: ASCO is currently seeking a highly-motivated Volunteer and Operations Coordinator to join our fast-paced Member Services Department in support of our over 50,000 oncology professional members worldwide. The successful hire will provide seamless administrative support to the Vice President, Member Services and department leadership, operational and programmatic support across divisions, and have an integral role in the centralized volunteer program. This is highly-visible position providing the opportunity to engage with ASCO member leadership. If you are looking for a position to utilize your administrative and project coordination skills, bring excellent communication skills, and are passionate about supporting a mission-driven organization, then we want to hear from you! This position is hybrid with a primary location in Alexandria, VA. We anticipate the hire to be onsite approximately 1-2 days per week. Responsibilities Support the Vice President of Member Services and senior department staff, including calendar and travel management, expense reimbursement, and meeting preparation.Assist in coordinating and planning of department andinterdepartmentalfunctions and events. Coordinate meeting management support to Member Services department including scheduling, onsite logistics, preparing agendas, background materials, and PowerPoint presentations, AV coordination, and expenses/reimbursements. Deliver general administrative support across divisions for Annual Meeting activities. Attend Annual Meeting, and potential for other events for in-person recruiting and retention efforts. Maintain Teams, SharePoint department sites and maintain member services information on ASCO wide sites. Coordinate and prioritize budget input and monthly reports, contract processing for new andexistingvendors and consultants through the internal contracts database system, and processing invoices and expense reports including reconciliation. Support volunteer management services, which coordinates over 200 volunteer group, including though not limited to administration of volunteer email, reporting, and volunteer database updates on volunteer participation and group charters. Support members with volunteer applications, follow-up communications, invitations, and volunteer acceptance process. Maintain data reports including adding, validating and reporting on group rosters, roster cleanup, volunteer application and demographic reports, and other reporting needs for volunteers. Provide administrative support for the Membership Advisory Committee Provide select programmatic support across the department as needed to include supporting Membership and Customer Service teams. Required Education and Experience Bachelor's degree in related field or equivalent experience 2 - 3 years administrative experience Strong Office 365 experience (MS Word, Excel, PowerPoint) Preferred Education and Experience Bachelor's degree in a related field 3 years of experience in an administrative position Experience and familiarity with demographic data analytics and reporting Experience working in a Customer Relationship Management (CRM) system; and/or Smartsheet Nonprofit association experience Competencies A "member/customer service" mentality and innate desire to provide excellent service Ability to initiate action and follow-through with minimal supervision Excellent organizational and time management skills with ability to prioritize and to complete a high volume of work and meet deadlines Ability to learn rapidly and adapt to new software and systems Excellent collaboration and communication skills with the ability to effectively and clearly convey information with external and internal staff, and receive information Strong administrative skills and attention to detail, with the ability to work on multiple projects simultaneously ADA/Physical Requirements Must lift up to 25 lbs Standing for long periods of time during onsite Annual meeting or exhibit booth travel Travel 6-10 days/yr Generous Benefits Package: 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 The American Society of Clinical Oncology (ASCO) is an Equal Employment Opportunity (EEO) employer. It is the policy of the Company to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information. At the Association for Clinical Oncology, our goal is to foster and encourage a diversity of thought, experience, and background in our workplace. Our organizations' culture is multi-dimensional, and we encourage our employees to leverage their unique perspectives and ideas.