Meetings Program Specialist

  • The Optical Society
  • Washington, DC, USA
  • Mar 27, 2018
Full time Event Planning Program Management

Job Description

Meetings Program Specialist

The Optical Society is recruiting for a Meeting Program Specialist. The Meeting 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):

  1. Submission Management
    1. Serves as primary contact with speakers (e.g. copyright, customer service)
    2. Configures submission site and uploads reviewers (committee) and invited speakers
    3. Performs data entry of invited speakers into netForum
    4. Maintains invited speaker log and tracking through submission completion
    5. Maintains submission tracking and provides updates and reports as requested
    6. 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.
    7. Manages the PDP process from submissions through review and sessioning
  2. Meeting App
    1. Serves as meetings liaison for the assigned Meeting app with IT and Marketing.
    2. Works with IT and Marketing to develop timeline to upload sessions for the schedule builder in the app.
    3. Ensures all conference information and programs are posted by designated timeline
    4. Performs quality checks and timely updates
  3. Updates Website with Invited Speaker information and content as it becomes available
  4. Program Development Support
    1. Sets up review center in Scholar One and updates SharePoint
    2. Generates instructions regarding paper review and sessioning process (to include logistical information if in-person meeting)
    3. Prepares score reporting and sessioning materials/sessioning set-up
    4. Sessions program based on materials submitted by program committee
    5. Issues presider invitations and follows-up through confirmation
    6. Requests and tracks information for special technical programs (e.g. workshops, panels)
    7. Distributes presenter and presider reminder emails prior to the meeting
  5. Publications Management
    1. Drafts agenda of sessions and abstracts of the conference/congress program for the Senior Meeting Program Manager
    2. Creates print ready program book with typesetter or in Publisher
    3. Registers ISBN for Technical Digest through Booker
    4. Generate requisition forms for XML (Scholar One) and OSA Publishing set-up
    5. Stamps papers and quality checks for publication, identifying open access papers
    6. Creates and posts ZIP files of digests on CDN link in OSA Publishing
    7. Maintains program updates and drafts update sheet
    8. Identifies no shows in OSA Publishing immediately after the meeting
    9. Coordinates with IEEE for publication of presented papers in Xplore
  6. Supports Conference Technical Program Committee (TPC) Meeting
    1. Collects and provides all reports and materials for TPC Meeting
    2. Identifies TPC staffing needs and schedule to ensure proper coverage to input papers into Scholar One
    3. Creates and prints session grids
    4. Ensures all papers are accounted for
  7. Supports Senior Meeting Program Manager with Logistics as pre-conference and on-site as assigned/needed.


  • 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


  • 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