Communications and Operations Specialist

Who we are looking for :

ASCO is currently seeking a dedicated Communications and Operations Specialist to provide comprehensive administrative support to the Vice President and general support to the Marketing & Communications Department.

If you are looking for an exciting opportunity to utilize your administrative skills while making an impact, 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 1-3 days per week.

Responsibilities

Provide administrative support to the Chief Marketing & Communications Officer, Division Directors, and department teams including calendar and scheduling meeting management for department-wide events, travel arrangements, expense management, onsite meeting logistics, arrangements and shipments

Establish department wide administrative best-practices implementation and adherence to organization-wide policies and procedures.

Identify areas for department operations improvements and lead trainings on process improvements and change management, as necessary.

Develop content for and manage daily operations of all employee communications channels, including Morning Rounds, Manager Minutes, ASCO All emails, select Microsoft Teams, and the Corporate Communications Outlook calendar to inform staff about important information related to their work at ASCO.

Manage Corporate Communications budget by tracking and monitoring expenses and developing annual budget.

Serve as department onboarding coordinator and lead new hire workflow in collaboration with Human Resources, IT, and other departments, as necessary.

Serve as department lead for contract management. Work with business leads to draft contracts for department projects, collaborate with the Legal team and manage contract lifecycle within contracts database.

Oversee the annual development and year-round maintenance of the overall Marketing and Communications budget, including preparing the MarCom-specific budget, draft budget memo and slide deck, and interfacing with the Finance department and serving as a resource to MarCom staff on budget and coding matters.

Responsible for quarterly budget update for CMCO and team leads.

Collaborate with department leadership and staff to ensure that organization-wide project management and deadline adherence.

Plan and execute department events, department all-staff meetings, and other meetings as requested. Work closely with CMCO on special planning and department projects.

Serve as co-lead for the MarCom Social Committee with the specified Division Director for the current year.

Assist divisions with project management for select high priority programs and programmatic support throughout the year.

Provide additional support for ASCO meetings when needed including management of MarCom staff and vendor travel submissions to the Meetings department for ASCO-sponsored meetings.

Required Education and Experience

Bachelors degree or equivalent years of experience

5+ years of equivalent level of experience, training, and education with relevant experience in executive, office or team administration, budget, contracts, scheduling, meeting coordination, and program support.

Technical skills include MS Word office, PPT, database, excel, Smartsheet experience as well as proficiency to learn new technologies and systems.

Preferred Education and Experience

Professional administrative work or related association memberships

Corporate communications or past agency experience

Competencies

Strong communication skills with the ability to clearly communicate and convey information with differing work and communication styles, including effective written communication skills

Excellent writing, editing, and proofreading skills, as well as the journalistic ability to source stories from employees or other audiences

Strong project management skills with the ability to multitask and complete high volume of work with competing priorities while meeting tight deadlines

Commitment to work within a team to meet timelines and deliverables

Excellent organization skills and high attention to detail

Ability to work in a fast-paced environment with a high level of adaptability and flexibility with change

Self-motivated with an eye toward quality and meeting deadlines

ADA / Physical Requirements

Extended periods seated or standing at a desk

High use of computer and other office technology equipment

Travel

1-5 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 ASCO, our goal is to foster and encourage a diversity of thought, experience, and background in our workplace. Our organization’s culture is multi-dimensional, and we encourage our employees to leverage their unique perspectives and ideas.

BenefitsFidelity 401(k) Retirement PlanEmployees become eligible to defer their salary within their first month at ASCO; employees who do not make a deferral election will be automatically enrolled at a rate of 6% (employee can opt out).

Employees are immediately eligible, upon hire, to begin receiving the ASCO 401(k) plan contributionsASCO contributes 7.5% of earningsFour-year vesting schedule based on employment anniversary : 25% on one-year anniversary, 50% on two-year anniversary, 75% on three-year anniversary, and 100% on four-year anniversary, Medical Insurance BenefitsEmployees and eligible dependents (spouse / domestic partner and children) are eligible for coverage on the first day of the month following their hire date.

Employee contributions to premium costs are minimal.CareFirst Blue Cross / Blue Shield Health InsuranceOne POS Plan and one POS plan with an HSAAll Plans include medical, prescription drug, and vision benefits, Delta Dental Insurance Includes orthodontiaHealth & Wellness BenefitsASCO pays 100% of the premiums for the benefits listed below.

Benefit eligibility begins on the first of the month following hire date : Short and Long-Term Disability Insurance provides 60% salary (up to a maximum of $10,000 / month) for qualified injury or illnessLife Insurance benefit is two times annual base salary up to a maximum of $200,000Employee Assistance Program (EAP) service providing up to six counseling sessions, as well as referrals for work / life, legal, and financial servicesLeave BenefitsFlexible time off - employees can take the time off that they need as long as the employee meets their work deliverablesPaid Family Leave - eligible employees may take up to twelve (12) work weeks of Paid Family Leave during a rolling 12-month period for a qualifying reason13 paid holidays in which offices are closed for businessFor 2024, ASCO is closed for Staff Appreciation Days between Christmas and New Year'sAdditional PerksTransportation Subsidy ASCO pays for parking on-site or provides up to $165 / month for mass transitSupplemental life and long-term disability insurance available annuallyCompensationASCO’s pay philosophy is to maintain a fair and competitive compensation program that is market-based, tied to performance, and aligned with ASCO’s core values.

ASCO’s goal is to keep pace in the marketplace by paying competitively to attract, hire, and retain the most qualified professionals.

Our salary program features job families that allow for the identification of functional knowledge-based professional specialties.