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Requisition Number 19-0078
Post Date 10/23/2019
Title Program Coordinator, American Joint Committee on Cancer
City Chicago
State IL
Description

About the American College of Surgeons

The American College of Surgeons is a professional and educational organization of surgeons that was founded in 1913 to raise the standards of surgical practice and improve the quality of care for surgical patients. The College is dedicated to the ethical and competent practice of surgery. Its achievements have significantly influenced the course of scientific surgery in America and have established it as an important advocate for all surgical patients.  The College has more than 80,000 members and is the largest organization of surgeons in the world. For more information, visit www.facs.org.

Summary:  

Provides front line customer support and triage of emails and phone calls to the American Joint Committee on Cancer (AJCC). Provides administrative support to the AJCC manager, processing invoices, handling licensing renewals, permission request, drafting formal letters, scheduling meetings, finalizing and distributing agendas, and calendar management. Coordinates the polling and scheduling of AJCC committee and Expert Panel web conferences.  Acts as staff liaison for Membership and Bylaws Committee.  Maintains AJCC contact database, committee rosters, terms and overall record keeping for the AJCC. Provides support to other AJCC team members.

This non-exempt position will report to the Manager, AJCC in the Division of Research & Optimal Patient Care.

Primary Responsibilities:

  • Program Support – provides customer service support to AJCC and constituents to include phone and email box management. Triages and responds to mailboxes inquiries for the AJCC and 8th Edition. Independently directs inquiries to appropriate parties.Acts as internal and external resource for AJCC inquiries.Drafts correspondence to emails as appropriate.

Maintains the AJCC Contact Database through AJCC stageXchange (SharePoint) and updates Outlook invitations, sends polls and schedules meetings for AJCC Manager and Team.

  • Scheduling - AJCC Cancer Staging System (9th Edition) - Work with the AJCC Project Manager to coordinate high volume scheduling of domestic and international web conferences (as many as 250+ during peak time) for contributors to the AJCC Cancer Staging System and by direct contact with polling of volunteer leadership and their assistants, tracking and assuring that deadlines are met, for Expert Panels and their subcommittees.Use GoToMeeting software. Posts call information info the StageXchange site calendars and updates participation tally.
  • Committee Support – Manages polling and scheduling of all AJCC Committee meetings including sending out agendas and calendar invitations. Maintains membership rosters; and assures that web pages are up-to-date for membership and standing committees.

Leads the AJCC membership appointment process including request for nominee and appointment letters, and orientation materials and activities. Composes all correspondence to member organizations – oversees the on-boarding and exiting of member organization representatives.Staff liaison for the Membership & Bylaws Committee, including preparation of correspondence, web conference scheduling, meeting materials, and reports. Launches web conferences and prepares supporting documents for meetings including agendas; supports the Membership and Bylaws Chair.

  • License Agreements and Permissions-Overall management of all licensing agreements and permission requests for use of AJCC content and products.Management of entire licensing agreement process from initial inquiry through execution, invoicing, collections, and renewal. Works in contract management software to ensure timely communication and execution of agreements. Work with Accounting department to issue invoices, monitor aging reports and follow up on outstanding payments. Tracking and reporting on progress of all agreements to Manager on routine basis.Manage permission requests to use AJCC content by providing forms, clarifying requests, executing agreements, issuing invoices, and tracking all granted permissions.
  • Other duties as assigned.
Requirements
  • Bachelor’s degree from and accredited college or university preferred.
  • Minimum of 1 – 2 years’ experience working in a related role required.
  • Excellent communication skills (verbal and written) necessary to effectively interact with all levels of organization.
  • Strong critical thinking skills.
  • Capable of providing excellent customer service.
  • Attention to detail and organizational skills.
  • Must be able to multi-task.
  • Strong working knowledge of Microsoft Office Products (Outlook, Word, Excel, and PowerPoint), and Adobe Acrobat.
  • Display high level of energy and thrive in a fast-paced environment.
  • Self-motivated and able to work independently and as a member of a team.
  • Ability to plan and prioritize workload and meet deadlines.
  • Ability to establish strong working relationships with all division teams and management.

Physical/Work Environment: Fast paced with significant people interaction. No lifting over 20 pounds, minimal reaching bending and stooping. Performs work in a normal office environment with long hours in front of the computer.

Other Necessary Requirements: Evening or weekend duties are rare, but may be required.  Minimal travel for activities such as out of town meetings may be required.

The American College of Surgeons is committed to working with and providing reasonable accommodations to individuals with disabilities.  If, because of a medical condition or disability, you need a reasonable accommodation for any part of the employment process, please send an e-mail to recruitment@facs.org or call (312) 202-5000 and let us know the nature of your request and your contact information.

The American College of Surgeons will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 

 

Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individuals with Disabilities

  • Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.
  • Please view Equal Employment Opportunity Posters provided by OFCCP here.
  • The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)
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An Equal Opportunity Employer