Job: Senior Specialist, Meetings

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Job Description

Requisition Number

Post Date

Senior Specialist, Meetings



Title: Senior Specialist, 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 Senior Specialist, 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 Senior Specialist, Meetings does

The Senior Specialist, 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 program management, data processes and procedures related to abstract submissions and the production of the scientific programs across AGU’s meeting portfolio, including the Fall Meeting with over 20,000 abstract submissions and 25,000 attendees. The incumbent takes planning 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.
* Provides program management for the session and abstract submission process, selection, scheduling of abstracts and the overall scientific meeting schedule.
* Coordinates invitations to and onsite management of keynote and high-level speakers for special sessions.
* Provides support to virtual session selection committees and coordination of recorded and on-demand content with appropriate staff and vendors.
* Supports the development of alternate format sessions and new initiatives in support of the growth of the scientific program.
* Supports various program committee members, sub-committees and session chairs in the development of new initiatives and development of program content.
* Serve as the liaison to various vendors to organize on-site conference details, including online resources and the arrangement of audio-visual equipment and materials.
* Is proficient in the abstract management system and databases; creates and provides status, historical and ad hoc reports to various staff and stakeholders
* Works closely with Web Services to continuously write content and update website design with the most current program information.
* Produces content for call for sessions and abstracts, submission guidelines, tutorials as well as production of meeting programs and various marketing tools.
* Stays abreast of current and upcoming technology that impacts the meetings industry and especially that of abstract/program management databases and meeting applications.
* During key submission deadlines and scheduling periods provides support for author and session convener inquiries.
* Maintains departmental policies and operating procedures for scientific program processes and initiatives.
* Assists Manager, Scientific Programs in preparing the annual budget pertaining to program management and prepares relevant invoices and refunds for prompt payment.
* Other duties as assigned.

What the Senior Specialist, Meetings brings to the team

* Bachelor’s degree in Education, Business Administration, Science or other related field with 4-5 years of experience in project management or program administration; or equivalent combination of education and work experience.
* Experience working with scientific programs is a plus; previous experience working in a membership organization environment is preferred.
* Demonstrated project management skills and success in leading programmatic activities to successful completion.
* Excellent computer skills including strong understanding of databases, Adobe Acrobat, and Microsoft Office, including Word, Excel, PowerPoint and Outlook. Experience working with membership or abstract processing databases is a plus.
* Ability to perform responsibilities in a high-quality manner.
* Ability to volunteer, share information and knowledge, encourage consensus and share credit for joint effort.
* Ability to assist with follow-through on commitments, accept feedback 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.
* Proven ability to manage time to ensure all daily tasks are completed by deadline.
* Excellent verbal and written communication skills: ability to communicate effectively and appropriately, responding in a timely manner; speak and write clearly, concisely and with impact.
* Excellent customer service and interpersonal skills is a must.
* Understanding of AGU's organizational culture of honesty, transparency in operations and trust.
* Ability to address stakeholders' requests in a professional and timely manner by responding promptly and effectively to questions.
* Ability to manage time and work independently and demonstrated attention to detail.
* Must be capable of exercising highest level of discretion on both internal and external confidential matters.
* Ability to travel.

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



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