Head of Scientific Programs

APS•Washington, DC

3d•Remote

About The Position

The head of scientific programs is a senior leadership position reporting to the director of meetings. This role is critical for overseeing the comprehensive management and strategic direction of the annual and unit meetings’ scientific programs and abstract systems. The head of scientific programs is essential to the success of the APS Meetings Department and the broader organization’s mission. This position will lead the day-to-day operations of the Scientific Programs team. The head of scientific programs will collaborate closely with program committees and chairs during the development and maintenance of scientific programs. This individual will also collaborate with other department leaders (communications, marketing, information systems, meeting managers) to strategize on process improvement to achieve the optimal user experience for both the attendee as well as the staff. The head of scientific programs will work with Information Systems support staff to ensure the integrity and functionality of the scientific abstract management system data. APS has a “remote first” concept that promotes equal treatment and equal access within the United States, independent of physical work location, with a majority of staff working primarily from remote work locations. APS values diversity and welcomes candidates from a variety of backgrounds. APS offers a dynamic work environment with an outstanding total compensation package, including salary, outstanding benefits, and excellent paid time off.

Requirements

Bachelor’s degree or equivalent experience.
Minimum of 8 years of progressive experience in program management, preferably within an international, nonprofit science-related society.
Minimum of 3 years of progressive management/supervisory experience.
Software proficiency in CRM, Salesforce, project management tools (e.g., Asana).
Proficient data analysis and data visualization skills.
Extensive experience in scientific program management.
Advanced project management experience.
Proven leadership and team management skills.
Ability to handle many tasks simultaneously.
Solid computer skills, especially in Word and Excel
Strong organization, documentation, and prioritization skills.
Strong written and verbal communication skills.
Excellent attention to detail.
Ability to adapt to quickly changing schedules.
Ability to work collaboratively with diverse teams and stakeholders.
Excellent problem-solving and decision making abilities.

Nice To Haves

Familiarity with CVENT, Social Tables, Google Office, Microsoft Office Suite desired.

Responsibilities

Hire, train, and supervise a high-performing staff.
Develop and mentor team members, fostering a collaborative and productive work environment.
Conduct performance evaluations, resolve disputes, and administer disciplinary actions.
Strategically schedule scientific program production schedules to allow for changes and/or additions as well as overall team workflow.
Oversee the creation and maintenance of online scientific programs, acting as a liaison to all departments within APS.
Maintain responsibility for all aspects of the current abstract system, working closely with Information Systems during abstract processing and scientific program creation.
Supervise the sending of author notifications and the coordination of published scientific programs.
Oversee preparation for in-house or online abstract sorting.
Oversee the abstract help desk functions, ensuring timely responses to all email and phone correspondence.
Collaborate with the Technical Manager of Scientific Programs to maintain and update abstract user documentation, providing feedback to Abstract Management System vendors and APS IS staff to identify issues and recommend system enhancements.
Collaborate with the Director of Meetings to ensure abstract policies and procedures are current and adhered to by abstract authors.
Oversee the creation of Program Committee Handbook and websites.
Collaborate with Operations Manager of Scientific Programs to generate and prepare reports, maintaining statistical data on abstract submissions.
Ensure that abstract epitomes are archived in the Bulletin of the APS (BAPS).
Oversee the administration of the meetings electronic abstract submission process, including creating meetings, processing abstracts.
Oversee planning and execution of the volunteer abstract sorting process, author notifications, processing program updates for the website and mobile app, and publishing the meeting on the APS website.
Provide support for heavy demand on abs-help and phone inquiries from submitting authors, responding to a wide range of technical questions.
Provide leadership support onsite as needed at meetings.
Undertakes special projects and additional assignments to contribute to departmental success.

Benefits

Flexible schedules and ability to work remotely
8% employer-paid retirement contribution
Investment advisement services: 100% employer paid
Medical benefits: PPO or HDHP option
Employer contribution to FSA or HSA account, eligibility based on medical plan enrollment
Lifestyle Spending benefit up to $1,500.00 (USD) - 100% employer paid
Vision benefits: individual and dependent coverage 100% employer paid
Basic Life & Accident insurance: employee coverage 100% employer paid
Supplemental Life & Accident insurance, including spouse & dependent child(ren) coverage
Disability insurance: employee coverage 100% employer paid
Voluntary Accident & Critical Illness insurance
Healthcare, Commuter & Dependent care flexible spending accounts
Vacation: 15 days annually
Generous holiday leave: 17 paid office closures; includes one week closure at the end of December
Personal leave: 4 days annually
Volunteer leave: 1 day annually
Sick leave: 10 days annually
Bereavement & Compassion leave: 2 -15 days based on loss
12 weeks employer-paid family leave
College tuition reimbursement plan
Job related seminar & continuing education 100% employer paid
Professional Certification/Recertification 100% employer paid
Training and professional development; access to LinkedIn Learning on-demand courses
Employee Assistance Program
Mindfulness Meditation: live and on-demand classes