Membership & Administrative Specialist

The Alliance for Clinical Trials in Oncology Foundation (Foundation) is a foundation created to enhance and expand the ability of the Alliance for Clinical Trials in Oncology (Alliance) to conduct cancer clinical research and address important treatment questions through large-scale clinical trials. Through efforts of the Foundation in support of the Alliance, clinical trials and laboratory research are conducted to discover new or improved ways to prevent, treat, and cure many types of cancer, including leukemia and lymphoma, and cancers of the breast, prostate, lung, and gastrointestinal (GI) tract, and help educate the medical community on methods of cancer diagnosis, treatment, and prevention.

The Alliance for Clinical Trials in Oncology Foundation is looking for a Membership & Administrative Specialist to oversee all aspects of the Alliance membership program including institutional, committee, and person memberships. This position needs someone knowledgeable of National Cancer Institute (NCI) regulations, trustee appointments and re-appointments, and acts as a liaison to various Membership Committees, Alliance institutions, and the NCI regarding membership-related issues, policies and procedures, and new NCI initiatives. Come join an organization full of passionate, team-oriented professionals driven to change the face of cancer. 

Benefits of working at the Alliance for Clinical Trials in Oncology Foundation:

●      8 weeks of paid time off (including PTO, sick, and holidays) during year one

●      Medical, Dental & Vision plans with a 100% employer-paid option for employees

●      Tuition reimbursement stipends

●      Continuing Education

●      3% employer match for retirement investments

●      Annual Employee Performance Bonus Program

●      Annual Cost of Living Adjustment

●      50% commuter reimbursement

●      Healthy Work/Life balance and flexibility

ROLE & RESPONSIBILITIES

• Coordinate all aspects of Alliance membership and ensure appropriate communications between the Chicago and Boston Office and Alliance members. Ensure compliance with Alliance membership requirements and policies and National Cancer Institute (NCI) regulations
• Address membership-related issues and confer with the Director of Group Operations, Membership Committee Chair, and Institutional Performance Evaluation Committee Chair, as necessary to resolve issues. Identify and implement effective communication strategies and adjust as necessary to meet NCI guidelines
• Coordinate the meeting schedules, set agendas, materials and presentations, and oversee the creation of minutes for distribution of meeting-related documents for the Membership Committee and Institutional Performance Evaluation Committee (IPEC)
• Coordinate the meeting schedules, set agendas, materials and presentations, and oversee the creation of minutes for distribution of meeting-related documents for the Executive Committee (EC), Board of Directors (BOD), and Board of Trustees (BOT)
• Assist the Director of Group Operations, Chief Operating Officer, and Group Chair in preparing presentations for various meetings and training venues. Occasionally write and send select correspondence to the NCI and/or Alliance leadership on behalf of the Group Chair, Director of Group Operations, and/or Data and Safety Monitoring Board
• Coordinate end-to-end process for re-seating the Alliance BOD on a three-year interval
• Coordinate and maintain a schedule for BOT officers’ elections and re-elections for Alliance Foundation and Alliance NCTN Foundation (ANF)
• Coordinates and maintains schedule for trustee appointments and re-appointments for Alliance Foundation and ANF
• Coordinate and maintain Alliance Committee member service time
• Coordinate the generation of member accrual reports and performance reports, identify data elements and parameters needed for the reports, and perform data validation/QA of reports. Present the reports to the appropriate committee (Membership or IPEC) for review and determination of any disciplinary actions to be taken. Disseminate accrual and IPEC reports to the institutional members and notify members of any pending disciplinary actions to be taken, if any. Manage appeals from the members. Notify Alliance Foundation Trials, LLC of BOD decisions regarding Site sanctions. Conduct training sessions at Group meetings to educate the membership regarding performance expectations, and consequences of poor performance and explain the data included in the performance reports
• Convene and manage working groups to develop and implement solutions. Communicate progress of projects to the membership via presentations conducted at Group meetings, webpage content, and newsletter articles
• Manage timelines for membership application submissions and processing. Review membership applications before evaluation by the Membership Committee to ensure completeness and compliance with Office for Human Research Protections (OHRP) regulations. Manage/track the recommendations the Membership Committee will make to the Board of Directors. Communicate Membership Committee and Board of Directors decisions to the members
• Coordinate entry of membership activations, suspensions and terminations into the Cancer Trials Support Unit (CTSU) Regulatory Support System (RSS) and the Clinical Trials Monitoring Branch - Audit Information System (CTMB-AIS). Manage the entry and removal of Alliance staff, individual memberships, and committee rosters into RSS and CTSU
• Act as liaison to the Alliance Membership Committee, Alliance institutions, and the NCI regarding membership-related issues, policies and procedures, and new NCI initiatives
• Ensure Alliance membership website content is up-to-date and accurate.
• Develop and maintain Policies and Procedures and standard operating procedures (SOPs) for membership functions.
• Identify the organization's needs for the types of reports needed and the data that should be included in conjunction with the stakeholders. Prioritize the development of the reports. Validate reports generated for grant submissions and group meeting publications. Work with Reporting and Analytics to refine reports.
• Attend Alliance Group Meetings and other ad hoc meetings, as necessary.
• Coordinates events, research logistics, and assists with planning and preparing presentations, event outreach, and post-event write-ups
• Assists with other administrative projects as needed and acquires higher-level guidance and skills.
• Performs other related work as needed

Requirements

QUALIFICATIONS AND EDUCATION

• Bachelor’s degree
• Experience with National Cancer Institute (NCI) Membership policies and requirements
• Experience with Clinical Trials management
• Experience/knowledge of the Cancer Trials Support Unit (CTSU) Regulatory Support System (RSS) and the Clinical Trials Monitoring Branch - Audit Information System (CTMB-AIS)

PREFERRED COMPETENCIES

• Strong Organizational skills/Project Management and attention to detail
• Strong computer skills including database management, spreadsheet, and PowerPoint
• Ability to handle multiple tasks with tight deadlines
• Demonstrates capacity to work independently in an organized detailed manner while maintaining a collaborative team environment
• Strong written and oral communication skills