Program Coordinator

The Optical Society (OSA) is recruiting for a Program Coordinator. The position will support the Sr. Director, Technical Program Development and Strategy, and the Director, New Business Development, Science Programming, in performing the OSA global meetings portfolio and OSA Incubator program. Duties include but are not limited to working with program and other governance committees, creating content, calendar management, scheduling meetings using Outlook, Zoom and other technologies, and coding/processing expenses. The ideal candidate will have the ability to work with scientists and engineers who volunteer for the organization, is proactive, and demonstrates composure and engagement with this dynamic and fast-paced community.

PRIMARY RESPONSIBILITIES:

1. Schedule internal and external meetings (calls, conference calls and video conferences) and in-person meetings for both the Sr. Director and Director, including reminders and updating relevant materials. Track specific updates for reporting, prepare quarterly reports, and track action items.
2. Provide administrative support for Meetings Governance bodies in the form of creating background materials for committee meetings, maintain/create Committee rosters, preparing on-site presentations for meetings, assist with on-site logistics, take minutes during meetings and track action items. Manage committee orientation materials.
3. Manages process for OSA endorsed and cooperating meetings, from receipt of proposal through review, notification and final reporting.
4. Work closely with Director and the hosts of OSA Incubator meetings on agenda formation, speaker invitations and final program confirmations.
5. Assists Director in communicating information about Incubator meetings to cross-departmental teams such as timelines, schedules, action items, etc.
6. Assists in maintaining OSA Incubator websites, and update governance for conference websites.
7. Document management with various document management systems, including Google Drive, SharePoint, etc.
8. Manages supplies and material preparation for all Incubator meetings as well as Meetings Governance meetings.
9. Support Sr. Director and Director by drafting correspondence and other materials.
10. Process and track expense reports and corporate card expenses.

REQUIREMENTS:

Understanding elements of working in a global environment (i.e. across time zones).

1. Four year college degree
2. Experience working with volunteer management and committee governance
3. Project management experience
4. Outgoing, energetic approach to staff and volunteers
5. Strong written and verbal communication and problem solving skills
6. Proficiency in Microsoft office/Windows, database applications
7. Multi-task oriented with excellent organizational skills
8. Ability to establish and maintain record-keeping system and files
9. Excellent interpersonal skills and demonstrated effectiveness working in a team environment.

OSA offers a competitive salary and benefits. Please send your resume and cover letter with salary requirements to resumes@osa.org.