Meetings Program Coordinator

  • The Optical Society
  • Washington, DC, USA
  • Apr 13, 2018
Full time Adminstration Event Coordination Logistics Program Management

Job Description

Meetings Program Coordinator

The Optical Society (OSA) is recruiting for a Meeting Program Coordinator. The Meeting Program Coordinator serves as the primary customer service support for contributed authors and speakers, manages the relevant publications, and supports the Senior Meetings Program Manager in developing the logistics for all assigned meetings.  The Program Coordinator will independently manage the contributed papers and speakers, while ensuring that status reports are provided to and immediate problems addressed with the Senior Meeting Program Manager. The coordinator, when needed, also assists Sr. Meetings Manager and/or Meeting Program Specialist in working 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 coordinator provides registration and 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 authors and speakers (e.g. copyright, customer service)
    2. Performs data entry of committee into netForum
    3. Maintains submission tracking and provides updates and reports as requested
  2. Website Maintenance
    1. Updates topical meeting and Congress webpages with travel, hotel, special events, schedule and other important conference information
    2. Delivers conference site content per website timeline established by marketing
    3. Updates content as it becomes available
  3. Program Development Support
    1. Assists with preparing score reports and sessioning materials/sessioning set-up (i.e. notecards, folders, etc.)
    2. Assist with sessioning program based on materials submitted by program committee
    3. Issues presider invitations and follows-up through confirmation
    4. Distributes presenter and presider reminder emails prior to the meeting
    5. Creates session count sheets and presider folders
  4. Publications Management
    1. Drafts front matter of program book for Senior Meeting Program Manager
    2. Supports stamping papers and quality checks for publication, identifying open access papers
  5. Manages Conference Technical Program Committee Meeting
    1. Conducts site search and issues recommendations to supervisor for site selection
    2. Assists supervisor in establishing room block and concession allocation
    3. Coordinates delivery of materials
    4. Generate meeting specs and serves as on-site lead to ensure event is executed appropriately and troubleshoot issues
  6. Supports Senior Meeting Program Manager with Logistics
    1. Helps identify potential venues for special events
    2. Develops signage
    3. Establishes delivery of staff, VIP and speaker rooming lists
    4. Coordinates shipping
    5. Supports special event invitations and RSVPs
    6. Secures local print vendor
    7. Provides on-site support as assigned


  • Four-year college degree required
  • Two or more years of event planning and/or volunteer (subject matter experts) experience preferred
  • Association experience preferred


  • Strong oral and written communication skills
  • 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