The Optical Society (OSA) is recruiting for an Outreach Programs Coordinator. This position is part of a team that specializes in providing unique and impactful outreach and professional development programming, and benefits topic focused schools, grants, prizes and recognitions for students and early-career members of a science and engineering professional society.
Main responsibilities will focus on ensuring a high-level of customer service and problem-solving related to our programs; especially as related to the facilitation of any application acceptance, screening and notification process logistics coordination; financial processing and tracking; maintenance of program websites and event logistics coordination.
This position requires an organized, deadline-driven, self-directed, energetic, solution orientated and entrepreneur-minded individual.
Serves as a central point of contact between students, faculty, staff, other departments, and/or external constituencies on day-to-day programmatic, operational, and administrative matters related to our 400+ student chapters.
Oversee the travel planning and reimbursement process for 125+ annual traveling lecturers.
Provides specialized administrative support in the development, implementation, and marketing of programs/projects.
Supports grant documentation and distribution for various programs via our grants database.
Maintains program/project records, researches information and gathers data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.
Management of an annual auditing process to ensure student chapters are in compliance with minimum membership and activity requirements and regular communication including the Chapters Update.
Manages all chapter data within various databases. Data management includes overseeing the annual process of updating chapter records through reporting and maintaining back-up records on the shared drives.
May perform specialized activities of a programmatic nature in direct support of the accomplishment of program objectives.
Audit and manage internal and external program-focused websites for accuracy and adherence to brand guidelines and policies.
Assists in the development and maintenance of information on OSA.org related to areas of responsibility.
Responds to requests for information and provides guidance and problem resolution.
May travel to major OSA meetings in support of member and student-focused programs.
SKILLS AND ABILITIES:
Customer service first approach to job duties and functions.
Excellent written and verbal communication skills.
Strong project management and problem-solving skills.
Strong organizational skills with keen attention to detail.
Ability to reprioritize and maintain workload balance as part of a dynamic and innovation team.
Excellent ability to establish and build relationships, and comfort at interacting with all levels of the organization—including executive team, member volunteers, and external vendors.
Technical: Microsoft Office Suite (in particular Access, Excel, and PowerPoint) and HTML preferred.
Some travel required (up to three trips annually)
EDUCATION AND EXPERIENCE:
Four-year college degree required.
Minimum of two years of professional experience with knowledge of project management, data management and financial processing.
Experience at a professional society or trade association preferred.
Customer or member service-oriented experience required; association membership experience preferred.
Experience with meetings or event planning, especially operations, budget and programming preferred.
OSA offers a competitive salary and benefits. Please send your resume and cover letter with salary requirements to firstname.lastname@example.org.
About The Optical Society
Founded in 1916, The Optical Society (OSA) was organized to increase and diffuse the knowledge of optics, pure and applied; to promote the common interests of investigators of optical problems, of designers and of users of optical apparatus of all kinds; and to encourage cooperation among them. The purposes of the Society are scientific, technical and educational.