Meeting Abstracts Coordinator

American Society of Clinical Oncology, Inc.; United States; Hybrid; USD 58,000 - 76,000; Full time

Benefits offered by this job

Hybrid Work Environment

Open Leave Policy

Paid Family Leave

13 Paid Holidays per Calendar Year

Staff Appreciation Days

401(k) with Employer Contribution

Medical/Dental/Vision

Employee Assistance Program

Fertility and Family Forming

Healthcare Concierge

Flexible Spending Account

Healthcare Savings Account

Disability and Life Insurance

Job summary

American Society of Clinical Oncology, Inc. (ASCO) is seeking a Meeting Abstracts Coordinator to join the Publishing team in a hybrid role near Alexandria, VA.

You will coordinate the publication of scientific meeting abstracts, partner with cross-functional teams, and liaise with vendors to impact oncology research and education. The role requires strong organizational skills, attention to detail, and experience with HTML, academic writing, and CMS workflows.

Qualifications

• 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 with HTML and Office365 applications.
• Understanding of content management and workflows.

Responsibilities

• Develop and maintain production schedules coordinating with internal stakeholders across departments and external vendors.
• Coordinate abstract data formatting to ensure ASCO guidelines; perform pre- and post-publication QC; coordinate PDFs from a vendor.
• Coordinate and execute public release of meeting abstracts in partnership with IT, Education, and Communications; ensure accurate counts and embargo compliance.
• Serve as final approver to push content live and handle post-launch stakeholder communications.
• Process pre- and post-publication abstract changes and withdrawals for ASCO.org and ASCOPubs.org, ensuring compliance with submission guidelines.
• Serve as primary liaison for external vendors supporting publication, monitor performance, and provide feedback for operational excellence.
• Coordinate review of title edits with Editor-in-Chief and Associate Editor; facilitate adjudication of errata and retractions.
• Develop and maintain process documentation and update author-facing guidelines as needed.
• Initiate and execute process improvements and innovations to products.
• Participate in publishing activities across the department as needed.

Skills

Coordination experience

Administrative skills

HTML knowledge

Office 365

Time management

Communication skills

Education

Bachelor’s degree or equivalent

Tools

HTML

Office 365

Job description

Are you interested in making a world of difference in cancer care? Cancer strikes more than 10 million people worldwide each year. As the leading medical society representing doctors who care for people with cancer, the American Society of Clinical Oncology (ASCO) is committed to conquering cancer through research, education, and promotion of the highest quality 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, and commits to quality. Our culture, ASCO Works – Our Way of Working, has long enabled workplace flexibility and embraced technology to help us achieve balance.

To learn what it’s like to work at ASCO, click here.

Total Rewards:

At ASCO, we offer a competitive and comprehensive total rewards package. Our compensation philosophy and structure ensure that pay remains market‑based, tied to performance, and aligned with our core values. The hiring salary range displayed accounts for a broad spectrum of factors, and the final offer will depend on an evaluation of the selected candidate’s experience, training, and specialized skill sets. In addition to base pay, this position is eligible for our robust total rewards package, which includes health, vision, and dental insurance, a401(k) with generous contribution, health and wellness benefits, family forming benefits, education support program, generous leave, and much more!

Who we are looking for:

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. If you are highly organized, passionate about project coordination, have exceptional attention to detail, and are interested in scientific publishing, we would love to hear from you! 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 processto ensure compliance withASCOguidelines;performpre‑and post‑publication online QC;and coordinate production ofPDFs 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 withASCO 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 maintainprocess 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.

Required Education and Experience:

• 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 Office360 (Word, Excel, PowerPoint, Outlook)
• Understanding of content management and workflows

Competencies:

• 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. ADA/Physical Requirements 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.

Compensation:

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. The range displayed reflects the minimum and maximum annualized salary ASCO expects to provide for a new hire for the position across the U.S. We thoughtfully determine and design offers based on the selected candidate’s relevant experience and qualifications.

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 Association for Clinical Oncology 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, national origin, sex, and religion.

Who we are:

Founded in 1964, the American Society of Clinical Oncology, Inc. (ASCO®) is committed to making a world of difference in cancer care. As the world’s leading organization of its kind, ASCO represents over 50,000 oncology professionals who care for people living with cancer. Through research, education, and promotion of the highest quality care, ASCO works to conquer cancer and create a world where cancer is prevented or cured, and every survivor is healthy. ASCO furthers its mission through Conquer Cancer, the ASCO Foundation. Conquer Cancer funds research into every facet of cancer to benefit every patient, everywhere. Conquer Cancer helps turn science into a sigh of relief for patients around the world by supporting groundbreaking research and education across cancer’s full continuum.