Job: Program Coordinator, Meetings

This posting has expired and is no longer available.

Job Description

Requisition Number

Post Date

Program Coordinator, Meetings



Title: Program Coordinator, Meetings
Position Type: Full-Time
Location: Washington, DC

What we do and offer our team
We are home to more than 60,000 scientists from 139 countries. As the Program Coordinator, you will be part of a dynamic association for Earth and space scientists who advance research, collaborate across disciplines, and communicate the importance and impact of science to society. AGU offers our members exciting opportunities through top-ranked scientific journals, scientific meetings and conferences, and other educational and scientific programs, to present and publish research, gain leadership experience, mentor, and freely exchange knowledge.
AGU’s Workplace Values
We believe in accountability and ownership of work, by taking responsibility for decisions and results. We believe in member and customer service, and that they come first through providing high quality service.

We believe in excellence and giving it our all, through striving to be outstanding. We believe in integrity by doing the right thing, we achieve this by being honest and fair.

Our teams believe that with teamwork together we achieve more, we achieve this through collaboration. We believe in respect, that you earn it and give it, by open communication and collaboration.

What the Program Coordinator does

The Program Coordinator, Meetings position is key in assisting AGU to promote discovery in Earth and space science for the benefit of humanity by being operational in focus. The purpose of the position is to assist the Manager, Scientific Programs by effectively supporting the scientific Program Committees, data management, processes and procedures related to session proposals, abstract submissions, and the production of the scientific programs for all meetings, including the Fall Meeting with over 20,000 abstract submissions and 25,000 attendees. The incumbent takes coordinator and lead-role responsibilities for defined Meetings initiatives, as well as day to day activities in support of the team’s objectives and goals.
* Works closely with Manager, Scientific Programs to support the scientific program process for all meetings.
* Coordinates member tracking using various software and AGU member databases, reimbursement and honorarium fulfillments, committee communications, and an online committee engagement platform.
* Assists with processing invoices and preparation of the Meetings annual budget.
* Arranges logistical details for Meetings, to include securing meeting venues, hotel room blocks, catering, and coordinating with the Manager, Scientific Programs on meeting materials and agendas.
* Drafts and circulates meeting and conference call notes as needed to Program Committee members, Chairs, vendors, and internal staff.
* Creates user documentation and tutorials for staff and program committee members relating to the use of the abstract management system.
* Independently runs and analyzes reports to ensure a high quality of data, makes modifications, creates queries to give the Meetings department and other AGU departments the most current meeting data and uses the database to answer member and AGU-wide questions.
* Updates historical tracking records and reports as needed.
* Manages the correspondence with authors, session conveners, and program committees by monitoring abstract help-box and being the main responder to inquiries in a timely manner. Alerts the Manager, Scientific Programs as needed to any high-level inquiries.
* Works with vendors and internal staff for program specs such as session location/date, room set-up, number of attendees, and various orders to ensure that vendors (audio-visual provider, decorator, internet and phone service vendors) receive accurate data.
* Develops content for website and edits and proofs meeting materials such as session room signage or poster hall signage and the program content portions of the meeting Program Book.
* Works in coordination with logistical partners for set-up and layout of the Fall Meeting Poster Hall as well as leading the Poster Help onsite support desk, with 15,000 poster presentations in the hall over a five-day period.
* Provides hands-on support to other areas of the meetings team and membership team during periods of peak activity and program deadlines.
* Other duties as assigned.

What the Program Coordinator brings to the team
* Bachelor’s degree in Business Administration, Education, Science or other related field with up to 3 years of experience in project management or program administration, or equivalent combination of education and experience.
* Demonstrated project management skills and success in leading programmatic activities to successful completion.
* Demonstrated attention to detail.
* Excellent customer service and interpersonal skills is a must.
* Strong computer skills to include word processing and spreadsheet software. Experience working with membership or abstract processing databases is a plus.
* Excellent written and verbal communication skills.
* 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 highest level of discretion on both internal and external confidential matters.
* Ability to receive feedback and apply feedback to the job.

To Apply:

For consideration, please submit your cover letter and resume to

The successful candidate for this position will be subject to a pre-employment background check.

AGU proudly offers a casual work environment, excellent compensation, generous work-life opportunities, and an outstanding benefits package.

AGU is an Equal Opportunity/Affirmative Action employer. Minorities, women, veterans and individuals with disabilities are encouraged to apply.

Contact Us

(202) 462-6900



Don’t see a job for you? New jobs are added regularly.
Join our Talent Community to be considered.

Join Today