Program Manager - Washington, United States - Optica

Description

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 departments standard operating procedures for all assigned meetings.

Primary ResponsibilitiesCommittee / Volunteer Management (OPCs, Topicals, and Conferences)Serves as primary liaison between Optica and program committee, confirming participation, roles and responsibilities and joint management tools/resourcesSchedules and drafts agendas for topical meeting kick off calls, and other calls to ensure the planning timeline, metrics and deliverables of the programDistributes 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 accordinglyConfirms committee chairs and members, ensuring appropriate approvals, and updating membership lists across all platformsMaintains meeting outline to capture culture (and requested changes) per topical for future referenceResponds promptly to committee requests and concernsSpeaker and Submission ManagementConfigures submission site based on committee feedbackUpdates meeting website with submission and copyright informationMaintains invited speaker lists across all platformsEnforces deadlines with speakers and authors to ensure adherence to meeting timetablesPrepares reports on submission numbers and speakersResponds to customer service inquiries from authorsProgram Development SupportManages the peer review process, assigning reviewers, preparing reviewer instructions, and processing submitted papersManages sessioning process (whether in person, hybrid or virtual), including instructions and preparation of materialsInvites, tracks and confirms session chairs (presiders)Notifies all authors of decision and presentation detailsPublications ManagementGenerates agenda of sessions and session guideServes as main contact with Program Typesetter (for any print programs) and communicates program edits when necessary to ensure a quality programRegisters ISBN for Technical Digest through BookerStamps papers and performs quality check against approved standards in advance of publicationCreates ZIP files and posts digest papers for early access on the Optica Publishing Group PlatformManages program changes (e.g.

withdrawn and no shows)Manages the Quality Assurance of presented papers for publishing and archiving on the Optica Publishing Group PlatformEducation and ExperienceFour-year college degree requiredTwo or more years of meeting program and/or volunteer (subject matter experts) experience preferredAssociation experience preferredSkills and AbilitiesStrong oral and written communication skillsAbility to meet multiple deadlines, coordinate details, and work independentlyProficiency in Microsoft Office software and database applications, particularly web-based peer review systemsAttention to detail requiredExcellent customer service skillsAbout OpticaLocated 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@.#J-18808-Ljbffr