WHY JOIN AGU
Our employees are our most valuable assets! You will feel welcomed and supported from the moment you join our team, and you will take part in strengthening and evolving our workplace culture.
We offer work-life balance and innovative benefits.
- Work-life balance: remote-first organization, flexible work hours, unlimited PTO, Summer Fridays off, paid holidays, military leave, parental leave.
- Benefits: Medical, dental, vision, life Insurance, disability coverage, employee assistance program, wellness, tuition reimbursement, 403(b) retirement plan, FSA, HSA, theft protection, personal and professional development, and much more.
WHO WE ARE
The American Geophysical Union (AGU) supports a global community of more than half a million professionals and advocates in the Earth and space sciences.
Through broad and inclusive partnerships, AGU aims to advance discovery and solution science that accelerates knowledge and creates solutions that are ethical, unbiased, and respectful of communities and their values. Our programs include serving as a scholarly publisher, convening virtual and in-person events, and providing career support. We live our values in everything we do, such as our net-zero energy renovated building in Washington, D.C., and our Ethics and Equity Center, which fosters a diverse and inclusive geoscience community to ensure responsible conduct.
This is an exciting time to work at AGU. Every day we approach our work with a sense of purpose, and we look for others who share that passion and desire for a career with impact.
WHO YOU ARE
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.
WHAT YOU WILL DO
- 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.
WHAT YOU WILL BRING
- Bachelor’s degree in education, communications, or a related field with 4-5 years of experience; or equivalent education and work experience.
- Experience working with scientific programs is a plus.
- Previous experience working in a membership organization environment is preferred.
- 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. Experience working with membership or abstract processing databases is a plus.
- 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.
AGU ESSENTIAL VALUES
- Accountability: Own it.
- Excellence: Give your all.
- Member & Customer Service: Members & Customers first.
- Teamwork: Together everyone achieves more.
- Respect-Earn it and give it.
- Integrity- Do the right thing.
HIRING SPECIFICS
- We understand that it is unrealistic for candidates to fulfill 100% of the criteria listed in a job posting. However, we encourage you to apply if you meet many of the requirements because we know that skills evolve. If you are willing to learn and evolve alongside us, join our team!
- Full Time, Exempt position. This remote role is open to candidates living in many U.S. states (excluding WA, OR, and CA at this time).
- The salary range for this position is Min- $65,918, Mid-$82,397, Max-98,876. Final offer is based on several factors.
- AGU will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.
- Work Authorization: We will not sponsor applicants for work visas in the US.
- We care deeply about fairness so you can be ensured that your application will never be judged based on religious belief, age, color, race, creed, marital status, gender, sexual orientation, political affiliation, ethnic origin, or disability.
- Veterans and people with disabilities are encouraged to apply.
- We are committed to providing an inclusive interview experience. If you require reasonable accommodation for any part of the interview process, please let us know and we will work with you to meet your needs.