Program Associate

American Association for Cancer Research•Philadelphia, PA

About The Position

The Program Associate provides high-level administrative, clerical, and project management support to the Assistant Director of Administration within the Research and Grants Administration (RGA) department. This role supports the full lifecycle of AACR scientific grant programs, from application intake through post-award reporting, and plays a key part in ensuring smooth communication with internal teams, donors, scientific reviewers, and funded investigators. The Program Associate supports the scientific partnership of the AACR and Stand Up To Cancer grant programs, events, and shared initiatives. The Program Associate helps advance the department's mission to support innovative cancer research and strengthen the scientific workforce by managing logistical, operational, and communications needs across multiple programs.

Requirements

BA or BS degree or higher/equivalent or six years of administrative experience
A minimum two years of administrative experience, preferably in a non-profit environment.
Excellent administrative and organizational skills.
Excellent written and oral communication skills.
Ability to exercise good judgment in interactions with donors and scientists.
Keen attention to detail.
Ability to work independently and in a team environment.
Ability to multi-task and follow through on projects.
Ability to be flexible and manage shifting priorities.
Ability to adapt and respond in a fast-paced environment.
Exceptional interpersonal skills, professional demeanor, and appearance.
Proficiency in Microsoft Word, Excel and Office applications.
Ability to quickly learn new software (Proposal Central, Asana, Salesforce, etc.).
Outstanding written or oral communication skills.
Excellent grammar, spelling and syntax.

Responsibilities

Support the pre-award and post-award processes using AACR's online grants management system, including application intake, eligibility checks, assignment to reviewers, and tracking progress reports.
Assist in preparing, organizing, and distributing grant application and review materials.
Draft, edit, and send grant-related correspondence, including award notifications, reporting reminders, and general program communications.
Serve as a point of contact for funded investigators regarding award requirements, deliverables, and participation in AACR scientific meetings.
Maintain accurate and up-to-date information in internal databases, trackers, and program records.
Coordinate the scheduling and logistics of scientific review committee meetings and selection calls.
Communicate with committee members to ensure timely receipt of materials and clarity on review processes.
Assist in preparing briefing documents, summary reports, and reviewer support materials.
Communicate with external donors and funding partners regarding award recipients, program milestones, and reporting needs.
Liaise with other AACR departments (e.g., Meetings, Marketing, Finance, Philanthropy) on collaborative projects and program deliverables.
Support the development of program updates, web content, and promotional materials for grants and scientific programs.
Contribute to the drafting of internal memos, meeting summaries, donor updates, and investigator communications.
Schedule, plan, and execute virtual and in-person meetings, including grant review sessions, awardee gatherings, and program planning meetings.
Provide logistical support before, during, and after events—including materials preparation, minutes, follow-up communication, and attendee coordination.
Assist with grant-related events at the AACR Annual Meeting and other AACR conferences.
Provide general administrative and clerical support to the Assistant Director of Administration and RGA team.
Contribute to the continuous improvement of departmental workflows, documentation, and standard operating procedures.