Program Manager

Are you passionate about science and want a part in helping to promote the advancement of scientists and scientific ideas? Do you want to work in a dynamic and fast-paced Meetings and Exhibits environment, but don’t care for planning logistics? Do you like to travel domestically and internationally? Then perhaps the Optica Program Manager position is right for you.

The Program Manager works directly with volunteer chairs and committee members to organize the technical program for roughly four Optica conferences and meetings a year. The Program Manager works with experts in the field to invite leaders (including Nobel laureates, MacArthur Fellows, and similar prize winners) as speakers or committee members developing scientific programs. In addition, they are responsible for managing submissions for the meeting, launching and monitoring peer review for submitted papers and managing the final schedule of the meeting. They are detail-oriented in their execution of conference paper receipt, review and publication processes.

Primary Responsibilities

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

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

Speaker and Submission Management

1. Configures submission site based on committee feedback
2. Updates meeting website with submission and copyright information
3. Maintains invited speaker lists across all platforms
4. Enforces deadlines with speakers and authors to ensure adherence to meeting timetables
5. Prepares reports on submission numbers and speakers
6. Responds to customer service inquiries from authors

Program Development Support

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

Publications Management

1. 1. Generates agenda of sessions and session guide
   2. Serves as main contact with Program Typesetter (for any print programs) and communicates program edits when necessary to ensure a quality program
   3. Registers ISBN for Technical Digest through Booker
   4. Stamps papers and performs quality check against approved standards in advance of publication
   5. Creates ZIP files and posts digest papers for early access on the Optica Publishing Group Platform
   6. Manages program changes (e.g. withdrawn and no shows)
   7. 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

Join us in making a difference:

Optica offers competitive salaries and great benefits, including performance bonuses, health, vision, dental, life insurance, flexible spending, short- and long-term disability, wellness benefits, 403(b) retirement plans with 10% employer contribution, pet benefits, PTO, paid holidays, and paid year-end break between 25 December through 1 January.

Our office is conveniently located across from Dupont Circle metro station. We offer a hybrid work schedule and remote work for certain positions. To learn more about Optica and the open positions visit us at: about/

optics (äp-tiks) noun. The branch of physics concerned with the behavior and property of light, including interactions of light with matter and the construction of instruments that use or detect light.

photonics (f-tä-niks) noun. The engineering and technology of generating and controlling light. Photonics underpins the technologies of daily life, from smartphones to laptops, medical instruments, light technology, and even the Internet. The 21st century will depend as much on photonics as the 20^th century depended on electronics.

Apply now and help transform the future through optics and photonics.

Send resume, cover letter, and salary requirements to .

PandoLogic. Category:Executive, Keywords:Program Manager, Location:Washington, DC-20036