The Optical Society is recruiting for a Meetings Program Specialist. The Meetings Program Specialist serves as the primary liaison with the invited speakers, manages the relevant publications, and supports the Senior Meetings Program Manager in developing the program for all assigned meetings, including a city-wide conference. The Program Specialist will independently manage the papers and speakers, while ensuring that status reports are provided to and immediate problems addressed with the Senior Meeting Program Manager. The Specialist works directly with service provider (e.g. Scholar One) from the configuration of the submission site, through the review and sessioning, to the launch of the Itinerary Planner and final reporting. The planner provides other support, as needed or as assigned, to maintain project timeline.
RESPONSIBILITIES (not in priority order):
Serves as primary contact with invited speakers (e.g. copyright, customer service)
Configures submission site and uploads reviewers (committee) and invited speakers
Performs data entry of invited speakers into netForum
Maintains invited speaker log and tracking through submission completion
Maintains submission tracking and provides updates and reports as requested
Acts as primary contact for Workshops, Panels, Symposia, Rump Session, Open Platform Summit, Market Watch and Network Operator Summit. Tracks speakers, maintain webpages and provides updates.
Manages the PDP process from submissions through review and sessioning
Serves as meetings liaison for the assigned Meeting app with IT and Marketing.
Works with IT and Marketing to develop timeline to upload sessions for the schedule builder in the app.
Ensures all conference information and programs are posted by designated timeline
Performs quality checks and timely updates
Updates Website with Invited Speaker information and content as it becomes available
Program Development Support
Sets up review center in Scholar One and updates SharePoint
Generates instructions regarding paper review and sessioning process (to include logistical information if in-person meeting)
Prepares score reporting and sessioning materials/sessioning set-up
Sessions program based on materials submitted by program committee
Issues presider invitations and follows-up through confirmation
Requests and tracks information for special technical programs (e.g. workshops, panels)
Distributes presenter and presider reminder emails prior to the meeting
Drafts agenda of sessions and abstracts of the conference/congress program for the Senior Meeting Program Manager
Creates print ready program book with typesetter or in Publisher
Registers ISBN for Technical Digest through Booker
Generate requisition forms for XML (Scholar One) and OSA Publishing set-up
Stamps papers and quality checks for publication, identifying open access papers
Creates and posts ZIP files of digests on CDN link in OSA Publishing
Maintains program updates and drafts update sheet
Identifies no shows in OSA Publishing immediately after the meeting
Coordinates with IEEE for publication of presented papers in Xplore
Supports Conference Technical Program Committee (TPC) Meeting
Collects and provides all reports and materials for TPC Meeting
Identifies TPC staffing needs and schedule to ensure proper coverage to input papers into Scholar One
Creates and prints session grids
Ensures all papers are accounted for
Supports Senior Meeting Program Manager with Logistics as pre-conference and on-site as assigned/needed.
EDUCATION AND EXPERIENCE:
Four-year college degree required
Two or more years of event planning experience required
Two or more years of volunteer and/or committee management (working with subject matter experts) experience required
Association experience preferred
Contract & vendor management experience preferred
SKILLS AND ABILITIES:
Strong oral and written communication skills
Ability to communicate effectively with both scientific minded volunteers and members
Ability to meet multiple deadlines, coordinate details, and work independently
Ability to travel, approximately 20%
Proficiency in Microsoft Office software and database applications, particularly web-based peer review systems
Excellent customer service skills
Located in the Dupont Circle neighborhood of Washington, DC, OSA offers a competitive salary and excellent benefits. Please send your resume and cover letter with salary requirements to email@example.com.
About The Optical Society
The Optical Society’s (OSA) mission is to promote the generation, application and archiving of knowledge in optics and photonics and to disseminate this knowledge worldwide. The purposes of the Society are scientific, technical and educational. OSA’s commitment to excellence and long-term learning is the driving force behind all its initiatives.
Since 1916, OSA has been the world’s leading champion for optics and photonics, uniting and educating scientists, engineers, educators, technicians and business leaders worldwide to foster and promote technical and professional development. Through publications, events and services, the Optical Society is helping to advance the science of light by addressing the ongoing need for shared knowledge and innovation.
OSA was founded more than 90 years ago as The Optical Society of America and has evolved into a global enterprise serving a worldwide constituency. In recognition of its global reach and focus, since 2008 the Society has been known as OSA - The Optical Society.