Program Manager

2 weeks ago

WASHINGTON, United States Optica Full time

Optica is looking for a Program Manager.

The Program Manager 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.

Primary Responsibilities

Committee / Volunteer Management (OPCs, Topicals, and Conferences)
Serves as primary liaison between Optica and program committee, confirming participation, roles and responsibilities and joint management tools/resources
Schedules and drafts agendas for topical meeting kick off calls, and other calls to ensure the planning timeline, metrics and deliverables of the program
Distributes notes and action items after calls and follows up, as needed, with appropriate staff to close out items.
Confirms meeting scope and topics and updates the website accordingly
Confirms committee chairs and members, ensuring appropriate approvals, and updating membership lists across all platforms
Maintains meeting outline to capture culture (and requested changes) per topical for future reference
Responds promptly to committee requests and concerns


Speaker and Submission Management
Configures submission site based on committee feedback
Updates meeting website with submission and copyright information
Maintains invited speaker lists across all platforms
Enforces deadlines with speakers and authors to ensure adherence to meeting timetables
Prepares reports on submission numbers and speakers
Responds to customer service inquiries from authors




Program Development Support
Manages the peer review process, assigning reviewers, preparing reviewer instructions, and processing submitted papers
Manages sessioning process (whether in person, hybrid or virtual), including instructions and preparation of materials
Invites, tracks and confirms session chairs (presiders)
Notifies all authors of decision and presentation details


Publications Management
Generates agenda of sessions and session guide
Serves as main contact with Program Typesetter (for any print programs) and communicates program edits when necessary to ensure a quality program
Registers ISBN for Technical Digest through Booker
Stamps papers and performs quality check against approved standards in advance of publication
Creates ZIP files and posts digest papers for early access on the Optica Publishing Group Platform
Manages program changes (e.g. withdrawn and no shows)
Manages the Quality Assurance of presented papers for publishing and archiving on the Optica Publishing Group Platform
Education and Experience

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

Skills and Abilities

Strong oral and written communication skills
Ability to meet multiple deadlines, coordinate details, and work independently
Proficiency in Microsoft Office software and database applications, particularly web-based peer review systems
Attention to detail required
Excellent customer service skills


About Optica

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.

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