Job Description

Requisition Number

Post Date

Meetings Operations Coordinator



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

What we do and offer our team

AGU is a global community of 130,000 Earth and space scientists, advocates and experts. As the Meetings Operations Coordinator, you will support a dynamic association that publishes peer-reviewed journals and scientific books and convenes the largest Earth and space science meeting in the world. Through our initiatives, such as mentoring, professional development and awards, AGU upholds and fosters an inclusive and diverse scientific community.

AGU offers our employees great benefits, including flexible work schedules, retirement savings options, as well as health, dental, life and disability insurance. AGU also provides exciting opportunities for professional development and tuition support.

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 Meetings Operations Coordinator does

The Meetings Operations Coordinator 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 scientific program and meetings teams in executing AGU’s diverse meeting portfolio outside the Fall Meeting, on a scientific, programmatic and technology basis. This portfolio includes the 6000-person Ocean Sciences Meeting; 1000-person AbSciCon; and the 1000-person Hydrology meeting plus field-specific meetings and workshops ranging from 50-500 people.

The incumbent in this role will effectively support processes and procedures related to abstract submissions and the production of the scientific programs while also supporting program management by working with vendors, technologies, and teams to execute online and onsite meetings.

The Meetings Operations Coordinator will report to the Director, Meetings, and provide program support for managers, volunteers, and vendors.

* Assists and coordinates with managers to execute scientific program management work that includes but not limited to
o communicating with scientific volunteers for agenda creation for onsite and online meetings,
o completing tasks coming from program meetings,
o recommending the best mix of technologies for execution of meetings, and communicating with appropriate AGU team members or vendors to move forward meeting management, potentially including website, database, registration, scientific program, and vendor technologies.
* Develops and monitors the portion of the meetings timelines pertaining to program management; identifies key deadlines and assures that all responsibilities are completed on schedule.
* Works with vendors on virtual meeting logistics including, potentially, single-sign on, scientific program work before live meetings, networking platforms, and integration of pieces of the meeting online
* As needed, serves as the liaison to different vendors. The coordinator may be a contact for post-meeting tasks, including payment of invoices.
* After a meeting, analyzes all abstract data and compiles a report summarizing the meeting attendance for both historical and forecasting purposes.
* Assists mangers in preparing materials and logistics for various planning meetings.
* Works with managers to collect and create content for meeting materials.
* As needed, works with internal AGU department heads to determine department and committee needs during meetings and provide guidance on planned activities.
* Arranges logistical details for committee and other related meetings, which can include securing meeting venues, hotel room blocks, catering, and coordinating with managers on meeting materials and agendas.
* Maintains a current policy and procedures manuals.
* Sets-up and maintains abstract management database for all relevant meetings.
* Assists managers to assure that program committees, session chairs, authors, and AGU staff are able to make effective use of the abstract and scientific program management system for the submission and scheduling of abstracts and the meeting program.
* Maintains day-to-day operational responsibility for the online submission and for assuring that the technical support is prompt and efficient.
* Works with managers to collect the scientific program information needed for the production of call for papers, abstract solicitations and meeting programs; perform regular follow-up to assure that the time commitments are met and maintain constant awareness of the status of all processes including maintaining accurate and complete databases and other records; and manage the correspondence with authors, session conveners and session chairs.
* Communicates with all the abstract authors and registrants as needed. These include questions from conveners on proposing and scheduling sessions and abstract authors on their abstract submissions, acceptance letters, receipts and presentation details.
* Assists in meeting management onsite or online in various capacities.
* Monitors and responds to meetings help-desk email accounts.
* Sends the evaluations to all authors and attendees, analyzes the data, and creates a report summarizing the results.
* Maintains full understanding of the meeting production process, including collaborative work with other AGU units such as marketing, membership, information technology and SCO.
* 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 Meetings Operations Coordinator brings to the team
* Bachelor’s degree in Business Administration, Education, Science or other related field with 3+ years of experience in project management or program administration.
* Experience with online meetings in the past 15 months.
* 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 verbal and written skills are required to effectively communicate the many details involved in planning a meeting with volunteers, committees, members, vendors and colleagues.
* 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.

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

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