Senior Program Coordinator, Meetings (51332)

AMERICAN GEOPHYSICAL UNION•Washington, DC

2d•$65,918 - $98,876•Remote

About The Position

As the Senior Program Coordinator, Meetings & Events you are key in assisting AGU to promote discovery in Earth and space science for the benefit of humanity, by being operational in focus. You will support the Director, Scientific Programs, organizing committees, and meetings team in executing AGU’s diverse meeting portfolio on a scientific, programmatic, and technological basis. The meetings portfolio includes the 25,000-person AGU Annual Meeting, Ocean Sciences Meeting, Astrobiology Conference plus field-specific meetings and workshops ranging from 50-500 people. All meetings may include onsite, hybrid, online only, and distinctive programming. You will effectively support processes and procedures related to executing special programs such as scientific workshops, innovative sessions, and town halls, as well as daily support of the organizing and program committees, and the production of the overall scientific programs. You will also maintain relationships with vendors and provide daily support to member volunteers and interdepartmental teams to implement all meetings.

Requirements

Bachelor’s degree in education, communications, or a related field with 4-5 years of experience; or equivalent education and work experience.
Analytical, mathematical and organizational skills required.
Demonstrated ability to simultaneously control numerous projects.
Experience with online and hybrid meeting processes; demonstrated knowledge of software applications, procedures, policies and the ability to adapt to new software systems developed for AGU meetings.
Foresight based experience as well as creative thinking is needed to identify potential problem areas in advance and take steps to eliminate or minimize problems.
Professional verbal and written skills.
Ability to understand the complexity of the factors needed to produce successful meeting programs.
Demonstrated attention to detail.
Professional customer service, communication, and interpersonal skills.
Computer skills including word processing and spreadsheet software.
Ability to address stakeholders' requests in a professional and timely manner by responding promptly and effectively to questions.
Ability to interpret, analyze, organize and apply program policies, and make good decisions without direct daily oversight.
Ability to assist with follow-through on commitments and accept ownership of responsibilities and with utmost professionalism.
Ability to perform responsibilities with composure under the stress of deadlines / requirements for accuracy and quality and / or fast pace.
Ability to manage time and work independently.
Capable of exercising discretion on both internal and external confidential matters.
Ability to receive feedback and apply feedback to the job.

Nice To Haves

Experience working with scientific programs is a plus.
Previous experience working in a membership organization environment is preferred.
Experience working with membership or abstract processing databases is a plus.

Responsibilities

Provide key oversight for the development and organization of new initiatives and special session formats with organizing committees including scientific workshops, town halls, and innovative sessions in support of the growth of the scientific program.
Assure that organizing committees, session chairs and staff execute scientific program management tasks including proposal review and selection, program and agenda creation, and scheduling to develop both onsite, hybrid, and online meeting programs.
Find common ground and solves problems for the good of all areas of the AGU and volunteer member committees.
Keep abreast of current and upcoming technology that impacts the meetings industry and advocates for the best mix of program management tools for the execution of program content; communicate with appropriate AGU team members and vendors to maintain abstract and program management databases, meeting websites, and program scheduling systems as required.
Assist the Director, Scientific Programs in overseeing the abstract submission vendor to develop, collect and execute the call for sessions and abstracts across meetings; perform regular follow-up to ensure that deadlines are met and maintain constant awareness of the status of all processes including maintaining accurate and complete databases and other records.
Develop and monitor the meetings timelines pertaining to scientific program management; identifies key deadlines and ensures that all staff and volunteer responsibilities are completed on schedule; manages the correspondence with authors, session conveners and session chairs.
Collect and content from stakeholders to create the scientific program guidelines needed to produce call for sessions and meeting programs; manage the correspondence with session conveners, session chairs, town hall and scientific workshop organizers and workshop registrants as needed.
Support vendors and staff on in-person and virtual meeting logistics including integration of meetings and networking platforms; maintain full understanding of the meeting production process; after a meeting, supports the analysis of all abstract data and compiles reports summarizing program statistics for both historical and forecasting purposes.
Assure that program committees, session chairs, authors, and AGU staff can make effective use of the submission and scientific program management system for the submission and scheduling of special sessions and the meeting program.
Provide training support to the meetings team and other staff in the use of the system; assures that user documentation for staff and volunteers is clear and precise.
Collaborate with other AGU units such as Strategic Communications and Marketing (SCM), Affiliation, Engagement and Membership (AEM), and Digital and Technology to align programming.
Maintain current policy and standard operation procedure manuals
Perform other duties as required or assigned which are reasonably within the scope of the duties in this job classification.