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Program Manager

4 months ago

Washington, United States Optica Full time

Optica is looking for a Program Manager who Manages, coordinates, and executes the program and volunteer management aspects of all assigned Optica Events. They work collaboratively with the meetings chairs on all technical program aspects of the meeting to meet performance and diversity metrics. They also serve as the primary contact for all authors and invited speakers of assigned meetings, providing customer service support as needed. They execute smooth conference paper receipt, review and publication processes following the department’s standard operating procedures for all assigned meetings.


RESPONSIBILITIES (not in priority order):


Committee / Volunteer Management (OPCs, Topicals, and Conferences)

a. Serves as primary liaison between Optica and program committee, confirming participation, roles and responsibilities and joint management tools/resources

b. Schedules and drafts agendas for topical meeting kick off calls, and other calls to ensure the planning timeline, metrics and deliverables of the program

c. Distributes notes and action items after calls and follows up, as needed, with appropriate staff to close out items.

d. Confirms meeting scope and topics and updates the website accordingly

e. Confirms committee chairs and members, ensuring appropriate approvals, and updating membership lists across all platforms

f. Maintains meeting outline to capture culture (and requested changes) per topical for future reference

g. Responds promptly to committee requests and concerns


Speaker and Submission Management

a. Configures submission site based on committee feedback

b. Updates meeting website with submission and copyright information

c. Maintains invited speaker lists across all platforms

d. Enforces deadlines with speakers and authors to ensure adherence to meeting timetables

e. Prepares reports on submission numbers and speakers

f. Responds to customer service inquiries from authors


Program Development Support

a. Manages the peer review process, assigning reviewers, preparing reviewer instructions, and processing submitted papers

b. Manages sessioning process (whether in person, hybrid or virtual), including instructions and preparation of materials

c. Invites, tracks and confirms session chairs (presiders)

d. Notifies all authors of decision and presentation details


Publications Management

a. Generates agenda of sessions and session guide

b. Serves as main contact with Program Typesetter (for any print programs) and communicates program edits when necessary to ensure a quality program

c. Registers ISBN for Technical Digest through Booker

d. Stamps papers and performs quality check against approved standards in advance of publication

e. Creates ZIP files and posts digest papers for early access on the Optica Publishing Group Platform

f. Manages program changes (e.g. withdrawn and no shows)

g. Manages the Quality Assurance of presented papers for publishing and archiving on the Optica Publishing Group Platform


EDUCATION AND EXPERIENCE:

a. Four-year college degree required

b. Two or more years of meeting program and/or volunteer (subject matter experts) experience preferred

c. Association experience preferred


SKILLS AND ABILITIES:

a. Strong oral and written communication skills

b. Ability to meet multiple deadlines, coordinate details, and work independently

c. Proficiency in Microsoft Office software and database applications, particularly web-based peer review systems

d. Attention to detail required

e. Excellent customer service skills


Located in the Dupont Circle neighborhood of Washington, DC, Optica offers a competitive salary and benefits. Please send your resume and cover letter with salary requirements to resumes@optica.org.