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Program Manager

The Optical Society
Washington D.C.
$75K- $80K annually
Closing date
May 16, 2024

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Field of specialization
Work Function
Job Type
Full time

Job Details

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 department’s standard operating procedures for all assigned meetings.


Primary Responsibilities

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

Serves as primary liaison between Optica and program committee, confirming participation, roles and responsibilities and joint management tools/resources

Schedules and drafts agendas for topical meeting kick off calls, and other calls to ensure the planning timeline, metrics and deliverables of the program

Distributes 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 accordingly

Confirms committee chairs and members, ensuring appropriate approvals, and updating membership lists across all platforms

Maintains meeting outline to capture culture (and requested changes) per topical for future reference

Responds promptly to committee requests and concerns  


Speaker and Submission Management

Configures submission site based on committee feedback

Updates meeting website with submission and copyright information 

Maintains invited speaker lists across all platforms

Enforces deadlines with speakers and authors to ensure adherence to meeting timetables

Prepares reports on submission numbers and speakers

Responds to customer service inquiries from authors  


Program Development Support

Manages the peer review process, assigning reviewers, preparing reviewer instructions, and processing submitted papers

Manages sessioning process (whether in person, hybrid or virtual), including instructions and preparation of materials

Invites, tracks and confirms session chairs (presiders)

Notifies all authors of decision and presentation details  


Publications Management

Generates agenda of sessions and session guide

Serves as main contact with Program Typesetter (for any print programs) and communicates program edits when necessary to ensure a quality program

Registers ISBN for Technical Digest through Booker

Stamps papers and performs quality check against approved standards in advance of publication

Creates ZIP files and posts digest papers for early access on the Optica Publishing Group Platform

Manages program changes (e.g. withdrawn and no shows)

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


About Optica

Located 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





Company info
2010 Massachusetts Ave NW

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