Program Coordinator

3 weeks ago

California, United States Seismological Society of America Full time

The Program Coordinator reports to the Meetings Director to produce quality events by SSA on behalf of its membership and broader seismological community. This work includes managing the program development and registration processes, data analysis and reporting, and scheduling/logistics related to meetings. Currently, there are two in-person conferences: the Annual Meeting (April) and the Fall topical meeting. Along with other SSA team members, the program coordinator attends the Annual Meeting. Program Development: Coordinate with meeting co-chairs and members to create scientific program. Using the online tool, produce clean data/content and works with volunteers, vendors and staff to produce a meeting app, program booklet, abstract book and meeting website. Create session proposal system through online tool (OpenWater) Create abstract submission tool through online tool (OpenWater) Interact with a global community of seismologists, vendors, contractors and staff. Registration: Work with technology consultant to build and test registration forms Handle customer service questions related to registration Process all registrations and refunds Act as lead person on-site for registration, preparing and training volunteer (colleagues, members) Logistics Organize and coordinate shipments for the Annual Meeting Recruit volunteers, as needed, to support on-site Annual Meeting operation Provide logistics support for exhibits at scientific conferences throughout the year. Other Create and update website pages, newsletter content and other marketing material to promote the work of the Society. Coordinate virtual trainings and mentoring sessions during the year Pursue special projects, as assigned by supervisor Minimum Required Education and Experience: Bachelor’s degree required. 3+ years in a workplace setting: membership, meetings, customer service or administrative assistant role. 3+ years experience relevant meeting-related experience. Experience working in a non-profit organization is a plus, but not required. Strong written and oral communication skills, along with the willingness to pitch in and support others, as needed, are essential. Strong experience working with databases or Excel. Knowledge, Skills and Abilities Required: The position will report to the Director of Meetings and will support many SSA functions. SSA is a small organization, and as such, teamwork is essential, and this position will work closely with all staff members. Successful candidates will also have these qualifications: Demonstrated excellent Excel skills and general web savviness. Data analysis skills, including the ability to generate metrics-driven reports to assist in managing SSA’s operations. Robust listening skills and ability to express oneself clearly in writing and verbally. Excellent spelling, grammar and editing skills. Strong customer service approach, including diplomacy, tact and the ability to maintain the highest level of confidentiality. Track record of reliability/dependability, experience prioritizing multiple projects, including the ability to meet deadlines Demonstrated team working skills, with an emphasis on communication. Demonstrated ability to work in a hybrid working environment, including evidence of productivity while working

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