Grants and Scientific Affairs Specialist (Hybrid Work Schedule)

Do you want to join a mission-driven organization that makes a difference in the U.S. healthcare landscape? Are you project management oriented and interested in science?

The American Society for Radiation Oncology (ASTRO) is looking for an individual with 2-4 years of experience to join its Scientific Affairs team as our Grants and Scientific Affairs Specialist. The individual supports the day-to-day functions of ASTRO’s scientific programs with an emphasis on the research grants program and scientific research innovation in radiation oncology. The successful candidate will provide essential support to our grants management and scientific affairs departments, assisting in the administration of research grants, coordinating scientific events and initiatives, and facilitating communication among stakeholders.

NOTE: ASTRO offers a hybrid work environment. The position is based in Arlington, VA at ASTRO’s

headquarters and eligible for immediate telework up to 3x/week after an initial training period.

Primary job responsibilities will include the following:

Customer Service and Grant Administration: 

• Provide exemplary customer service for research grants, addressing inquiries and concerns promptly and professionally.
• Monitor grant progress and expenditures through scientific and financial reports and track research outcomes. 
• Liaise with Finance staff to manage financial needs for the grants program effectively.
• Manage records of program statistics, research funding cycles, and payment details with meticulous attention to detail.
• Update internal and external grants program resources, including educational materials, to provide accurate and accessible information.
• Carry out website updates and collaborate with social media specialists for scientific affairs announcements.
• Implement a scientific communication and outreach plan to increase the visibility of ASTRO researchers and programs, effectively communicating with internal stakeholders to drive program implementation.
• Stay informed about current trends, policies, and best practices in scientific research and grant administration, and contribute to the continuous improvement of our processes.

Grant Application Review:

• Conduct thorough reviews of application materials to ensure completeness and compliance with eligibility criteria.
• Organize study sections and peer review panels, selecting members, setting up the online review and compiling application summary statements.

Committee Coordination and Preparation:

• Coordinate meetings, conferences, and workshops related to scientific research, including scheduling, logistics coordination, and attendee communication.
• Assist in coordinating and preparing materials for Science Council committees' meetings, ensuring all content is relevant and up-to-date.
• Organize and coordinate webinars and other educational efforts aimed at providing information about how to successfully apply for grant funding.
• Guide and collaborate with committees to identify, review, and implement programs that meet the needs of member researchers.

Collaboration and Liaison: Collaborate with internal and external stakeholders, including researchers, funders, and partner organizations, to facilitate communication and ensure project milestones are met.

• Collaborate with ROI staff to coordinate programs and streamline processes.
• Liaise with Communications/Marketing staff to align promotional efforts with mutual goals, ensuring effective communication of scientific initiatives.
• Collaborate with e-learning and Annual Meeting staff to enhance scientific content and promote research-oriented career knowledge sessions (ROCKS).
• Work cooperatively with staff involved in related activities such as government relations, marketing, and membership to provide valuable expertise and perspectives.
• Coordinate preparation of reports for internal and external stakeholders, ensuring accuracy and timeliness.
• Develop and maintain relationships with partner organizations and professional societies, enhancing ASTRO's visibility within the oncology ecosystem.

Qualified candidates will have:

Minimum Qualifications

1. Bachelor’s degree or equivalent work experience and minimum of 2 - 4 years’ experience in a similar role, an advanced degree may be substituted for some work experience.
2. Previous scientific experience preferred, though not essential.

Knowledge, Skills and Abilities

• Demonstrate ability to handle all aspects of the area of responsibility and requires only general supervision and guidance.
• Excellent analytical skills: ability to prioritize projects.
• Excellent proofing and grammar skills, communication skills, organizational skills, and attention to detail.
• Demonstrate effective interpersonal skills, critical thinking and the ability to interact professionally and effectively with all levels of staff and members.
• Attention to detail - ability to work with large volumes of data with a high degree of accuracy.
• Requires significant problem solving, judgment and/or research to carry out complex procedures and/or recommend courses of action where no precedents or polices exist.
• Experience with Microsoft Office, Word and Excel.

You might be right for this role if you:

• Can prioritize and multitask effectively; have strong project management skills; can meet and manage multiple deadlines working both independently and on a team; are highly detail oriented.
• Are self-motivated and able to workindependently.
• Have a passion for organizing, coordinating and supporting others.
• Are creative, imaginative and a team player.
• Have a natural curiosity and passion for continuous improvement and development of new skills.
• Are not afraid to “roll up your sleeves” to get things done. You are a “do-er” and not just a “thinker.”
• Have excellent written and verbal communication skills.
• Have strong interpersonal skills, connect well with people and work in a collaborative manner.

Working Conditions

General office. Some travel required approximately 5% of time (Annual Meeting, 1 week per year including overnight and out of town travel).

ASTRO offers a competitive salary and excellent benefits package which includes:              

• Flexible work arrangements including telework up to 3 days/week
•  After 1 year of employment, you are eligible for one month of “work from anywhere” per year; after 10 years, you are eligible for fully paid 1 month sabbatical leave
• Medical, dental and vision insurance, majority company paid
• 401K with immediate company contribution
• 23 days of Paid Time Off annually
• 13 Paid Holidays
• Student loan repayment assistance + tuition reimbursement
• Employer paid short and long term disability insurance and more

Please see our website www.astro.org for more information about ASTRO.

To apply, submit cover letter, salary requirements and resume by clicking: https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=f5688abd-7893-4349-9948-f60b3bdf7a5d&ccId=1201151451_8078&type=MP&lang=en_US

ASTRO is committed to a diverse and inclusive workplace. ASTRO is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status. To learn more about ASTRO’s many DEI initiatives, visit: https://www.astro.org/About-ASTRO/diversity-and-inclusion.