Jobs at OSA

OSA Careers

OSA is a great place to work! With its attractive benefits package, community atmosphere and stimulating environment, the Society offers diverse and challenging opportunities for personal and professional growth. OSA fosters a productive environment in which all employees are valued as a vital part of the Society and deliver quality service to external and internal community, in compliance with all legal requirements.

To apply for a position, please send resume and cover letter to resumes@osa.org or fax them to +1 202.223.1096.

Current Employment Opportunities

Director of Development, The Optical Society Foundation (OSAF) - Replacement
Executive Office Manager - New
Grants Manager - Replacement
Marketing Manager, Publishing - New
Meetings Coordinator, Temporary
Summer Intern


 
 



Director of Development, The Optical Society Foundation (OSAF) - Replacement



The Optical Society Foundation (OSAF) seeks a seasoned Director of Development to lead the development and implementation of fundraising campaigns for The OSA Foundation.  S/he will be responsible for the fundraising and operations of the $10M foundation. The OSAF was established by The Optical Society in 2002 as a charitable organization dedicated to carrying out philanthropic programs that further the study of science. The OSAF’s programs: offer career and professional development opportunities for graduate students and young professionals; provide scholarships, prizes and grants; and recognize technical and business excellence.

Candidates will demonstrate passionate alignment with the OSAF’s values, tenacious drive to convince strategic partners to join our cause, an engaging intelligence and curiosity, a nose for finding the win-win opportunities in partnerships, impeccable follow-through, and an ability to bring out the best in colleagues and board members. In addition, the candidate will be responsible for building upon the OSAF’s financial resources, visibility, and impact.

The successful candidate will assume responsibility for all facets of the OSAF fundraising program, and will design, articulate, manage, and execute a comprehensive development plan that meets annual and long-term fundraising goals.  S/he will be a highly motivated manager and relationship builder with experience working in an academic or association foundation environment, have the ability to relate to a scientific volunteer/member population, 7-10+ years successful fundraising experience, and 5+ years experience in supervising staff.

Key responsibilities for the position are as follows:
 
  • Expand the OSA’s prospect pipeline and funding base by growing new networks and leveraging The Optical Society’s existing networks.
  • Identify, cultivate, and lead the solicitation of individual, philanthropic and corporate donors for five- and six-figure, multi-year financial commitments.
  • Effectively communicate to stakeholders the OSAF’s mission, vision, strategy, and value proposition to ensure prospective donors are informed, aligned, inspired, and engaged.
  • Develop meaningful and compelling engagement opportunities for the OSAF’s existing donor community, connecting them to our mission and impact.
  • Contribute to a professional, high-performance environment.
Required Skills and Competencies:

Fundraising operations –Experience designing, managing, and monitoring all activities of a diverse fundraising operation.

Donor Relations - Adept at designing and managing a comprehensive donor-focused major giving program to cultivate and solicit major individual gifts, both current and future, from the a large pool of prospects.

Engaging intelligence – Energizes others with friendliness, and an active, curious mind.

Proven fundraising experience—Proven development leadership track record, including the securing of five- and six-figure multi-year commitments from a variety of funding sources.

Writing and verbal skills— A demonstrated ability to make a vision come-to-life through writing and conversation.

Creative listening—Ability to find the shared interests between our donors and the OSA Foundation, and to translate these into major gifts.

Adaptive – Thrives in a fast-paced, entrepreneurial environment.

Team development – Knows how to build a world class development team; can use the strengths of the development team and the wider organizational team to advance our mission.

Impeccable follow-through—Models the highest standard for detail and follow-through.

Additional requirements include: outgoing and high-energy approach to staff/volunteers, excellent managerial and collaborative ability, ability to think strategically and be an active member of the management team, and strong skills as coach and department leader.

Located in the Dupont Circle neighborhood of Washington, DC, OSA offers a competitive salary and excellent benefits. Please send cover letter and resume with salary requirements to resumes@osa.org.
 
 


Executive Office Manager - New


The Optical Society (OSA) seeks an Executive Office Manager.  The ideal candidate is able to handle projects in an efficient, proactive, organized, and a professional manner.  This position requires the incumbent to have strong planning, project management, writing and communications capabilities, which will be essential to the effectiveness of the Executive Office activities. The Executive Office Manager must diplomatically interface with all levels of the organization, and manages challenges, from the complex and confidential to some that are more administrative in nature.   
Roles and Responsibilities:
 
  1. Managing CEO’s Schedule:  partner with the CEO to coordinate and review his/her time, and daily objectives; use that information to develop manage their schedule. Schedule work based on an understanding of the CEO’s priorities and preferences.  He/She will be responsible for calendar management of the CEO (i.e., schedule meetings, appointments, conference calls, travel arrangements, etc.).
  2. Research: Conduct research on issues assigned by the CEO and synthesize findings into presentations, discussion points, or recommendations.  Prioritizes, and follows up on issues and concerns addressed to the CEO, including those of a sensitive or confidential nature.
  3. Planning:  Plans, coordinates and ensures the CEO's schedule is reasonable and prioritized. Provides access to key stakeholders (The Board, C level staff, legal counsel and more), with a high level of flexibility, which would require the SA to understand the CEO’s priorities. .
  4. Communication:   Develop meeting agendas, identify and provide materials, take notes, develop next steps and ensure follow through. Provides a bridge for smooth communication between the Executive Office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff. departments; and demonstrating credibility staff.  Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately.
  5. Newsletter / Writing: He/She will be responsible for writing, coordinating and managing monthly CEO Newsletter. Partners with key stakeholders across the Society. Creates presentations, and drafts scripts/talks for CEO.
  6. Improve Efficiencies:  Evaluate, prioritize and guide projects and processes by identifying barriers and recommending solutions.
  7. Project Management:  Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  8. Organization: Develop intuitive and useful physical and computer filing systems to help CEO stay organized. Help with hand written notes, prep for paper documents, such as speeches, presentations, critical business documents.
  9. Administrative: Handles support tasks for the CEO and Executive Office
Education and Experience Requirements
 
  1. Bachelor's degree required.
  2. Work tenure: five years plus of experience supporting C-Level Executives.
  3. Ability to work in a fast-paced, high energy environment.
  4. Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
  5. Experience with day-to-day use of PDA, electronic calendar, voice mail and other technologies to assist with effective and efficient management of the CEO’s office.
  6. Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  7. Excellent oral and written communication skills, including editing
  8. Exceptional internal and external interpersonal communication skills
  9. Politically savvy, exhibits good judgment, good common sense
  10. High analytical abilities; good with budgets; numbers
  11. Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and volunteers.
  12. Demonstrated ability to manage multiple projects, achieve high performance goals and meet deadlines in a fast paced environment.
  13. He/she will have demonstrated capabilities to create maintain and analyze reports/graphs that provide value-added information for the CEO.
  14. Ability to travel occasionally, which would involve weekend meetings.
  15. Become part of the C-level team, which requires a high degree of confidentiality.
  16. Assigned a cell phone at OSA’s cost of monthly fees.
 
If you are interested please submit a cover letter, resume and salary requirements to resumes@osa.org. OSA offers an attractive compensation package, consisting of a competitive salary and excellent benefits.

 
 

Grants Manager - Replacement




The Optical Society (OSA) is seeking a Grants Manager. The Grants Manager will be responsible for the entire grant lifecycle, including pre-award, post-award, and close-out activities.  More specifically, this position is responsible for researching, identifying and qualifying  appropriate sources of funding, creating and preparing persuasive and accurate proposals and submitting timely and accurate reports for all existing and new grant-funded projects. The successful candidate will work with the organizations Science Advisors, executive team and meetings department to build a robust program and obtain federal, international and private funding that supports OSA’s Education and Technical programs. This is a position at a cutting edge scientific organization. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Success in this position depends on the ability to think strategically while managing multiple projects that require a high attention to detail. The successful candidate will be a self-starter; possess a high level of motivation and creativity; have the ability to work cooperatively and be effective at time management. In addition, he or she will be responsible for:
  1. Write and submit grant applications on behalf of OSA.
  2. Comply with grant administration policies and procedures in accordance with state, and federal regulation.
  3. Performs extensive grant administration functions such as billing in various online federal platforms, preparing budgets, monitoring submission status, and managing relationships with funding Contracting Officers.
  4. Coordinate cross-departmental activity related to developing proposals and final reports and serve as a resource to the institution regarding federal funding.
  5. Ensure that OSA complies with the terms of all of its grants, including accurate and timely preparation of grant reports, and interim and final reports.
  6. Support federal audits, and data collection with accurate documentation.
  7. Maintain internal reporting systems; writing reports; maintaining excellent historical records and prepare written and statistical reports for various audiences.
  8. Works with staff to ensure each project or program is meeting proposal conditions and expectations.
  9. Processes payment requests in a timely manner to ensure that there are no unnecessary delays.
  10. Research new grant opportunities including international and private foundations.
  11. Develop and foster relationships Contracting Officers of funders including government agencies, international funders, corporate donors and other institutional funders.
  12. Establish and maintain program to enhance OSA relationships and visibility within granting agencies.
  1. Work with supervisor (Director of Business Development, Meetings & Conventions) to develop grants income goals and track monthly performance.
  2. Refine, strengthen, and improve The Optical Society’s systems and processes for administering and reporting on federal and state grants.
  3. As possible and appropriate, serve as the primary liaison and coordinator for OSA’s federal, international and private grant partners.
Position Requirements
  1. Minimum of a Bachelor’s degree
  2. Must have federal or state government grant experience.
  3.  2 – 4 years of grant administration experience  
  4. Knowledge of grant administration systems, processes and budgeting
  5. Ability to analyze and systematically compile technical and statistical information and to prepare reports and correspondences
  6. Demonstrable capacity to manage cross-functional projects
  7. Fluency with relevant OMB policies and expectations
  8. Exceptional inter-personal and organizational skills
  9.  Excellent attention to detail; ability to proofread effectively
  10. Self-initiator with the ability to work efficiently, intensely, and within an entrepreneurial environment
  11. Federal or Corporate Contract experience a plus
  12. DoD knowledge also beneficial though not necessary
Located in the Dupont Circle neighborhood of Washington, DC, OSA offers a competitive salary and excellent benefits. Please send cover letters and resumes with salary requirements to resumes@osa.org.

 

 

Marketing Manager, Publishing - New



The Optical Society (OSA), a Washington, DC-based scientific society, is expanding its marketing team in its Publishing Division and is seeking a dynamic individual for its new Marketing Manager position. The position’s primary role is to execute effective marketing and communication plans including email, direct mail, advertising, exhibits, and web-based promotions.  
 
Primary Responsibilities:
 

  1. Developing comprehensive marketing plans, schedules, and strategies on an annual basis for assigned journals to drive usage so as to retain existing or acquire new institutional subscriptions and/or to solicit authors to submit to Open-Access journals.
 
 
  1. Executing print, email, online, exhibit and multimedia promotional campaigns outlined in the marketing plans to effectively promote select journals and other products and services as assigned. Implementation of the marketing plans includes the development and distribution of email broadcasts; coordinating targeted list development for print or email promotions; and developing marketing materials for exhibits.
 
 
  1. Devising and executing strategies that drive usage of OSA’s electronic products and that best meet the needs of its major constituencies, the library market and authors.
 
 
  1. Managing the coordination of OSA Publishing marketing materials needed for table tops or larger booth exhibitions at industry trade shows for scientists and/or librarians.
 
 
  1. Producing and scheduling web and print OSA Publishing advertisements along with brief product updates for internal or external websites, print publications, or OSA member newsletters.
 
 
  1. Executing and analyzing marketing campaigns and presenting results to editors for assigned journals.

 
Bachelor’s degree required with five to seven years of experience marketing journals preferred. Excellent communication, interpersonal and project management skills required. Candidate must be a high-energy self-motivated person who is detailed oriented with the ability to multi-task on a daily basis in a fast paced environment.
 
OSA offers a competitive salary and benefits. Send resume w/cover letter and salary requirements to resumes@osa.org.


Meetings Coordinator, Temporary




The Optical Society (OSA) a prestigious non-profit, scientific professional society in Dupont Circle is seeking a maternity replacement from May through Aug 31, 2016, for the role of a Meetings Coordinator for their Conventions & Meetings Department. This position assists with the Society’s preparation and execution of meeting logistics.
 

Tasks and Responsibilities

           Communications
  • Assists with drafting and distributing attendee communication.
     
    Event Marketing & Promotion
  • Drafts and uploads copy for meeting websites and online information.
  • Assists with developing slides for society messaging.
     
    General Logistics Support
  • Provides general assistance to produce effective and timely meeting specs and manage to them.
  • Prepares and contributes to on-site pre-con meetings.
  • Assists in the preparation of poster and session logistics.
  • Prepares pre-con staff packets according to Meetings Team’s requirements.
  • Assists in production of award certificates.
  • Produces and proofs event signage.
  • Coordinates packing and shipping of conference materials.
     
    Housing
  • Tracks and reports on hotel pickup reports and performance.
  • Works with Meetings Team to maintain staff and VIP housing lists.
     
    Registration
  • Assists Registration Manager with all general registration processes as needed/assigned.
  • Assists in the content development of registration confirmation letters.
  • Coordinates the issuing of visa letters to include collecting contact information, creating form letters and mailing or faxing.
  • Assists in assembling attendee materials, e.g. producing badges and any associated info cards and organizing registration materials for on-site distribution.
  • Trains in and understands the organization’s registration system.
  • Provides backup with key registration tasks such as responding to event inquiries and testing of registration sites.
     
    Vendor Management
  • Assists with preparing RFPs.
  • Compiles incoming proposal responses for review.
  • Assist in finalizing arrangements with various meeting vendors (decorator, audiovisual, hotel, supplies).
     

           Travel/Onsite Execution
  • When needed, ability to travel to meetings to provide on-site staffing support.
  • Assists on-site team to ensure all program and logistics are delivered with high quality and service.
 
            Budgeting and Fiscal Management:
  • Assists in compiling pertinent information needed to development of accurate budgets.
  • Assists in ensuring expenses remain within budget limits and revenue goals are met.
  • Processes event bills and invoices with proper account coding and authorizations.
 
           Other Job Functions
  • Performs various administrative duties including but not limited to:Preparation of, proofing and editing correspondence; coordinating mailings; responding to routine questions and requests for information.
  • Other duties as assigned.
     

Requirements

  • 2-year Meeting Management certificate, Bachelor’s degree or equivalent experience.
  • Experience with Microsoft Office 2010.
  • High degree of professionalism in deportment and image.
  • Positive attitude and ability to be self-motivated.
  • High level of attention to detail and seeing projects through to their completion.
  • Ability to prioritize and handle a variety of projects simultaneously.
  • Ability to work effectively both individually and on a team.
  • Strong written and verbal communication and interpersonal skills.
  • Ability to learn new technologies and processes quickly.
  • Ability to travel at least 10%.
  • Ability to lift up to 30lbs.

 
 
This is a full time, temporary position. There are no benefits.  Please send cover letter and resume to resumes@osa.org.
 


Summer Intern


The Optical Society a prestigious non-profit, scientific professional society in Dupont Circle is seeking a college-level intern for their Conventions & Meetings Department. This position will assist the OSA Meetings Department staff with the Society’s meeting(s) preparation and execution.
 

Tasks and Responsibilities

           Communications
  • Assists with drafting and distributing housing emails to authors and attendees not in hotel block.
  • Proofs attendee communications such as the What to Know Before You Go messages.
     
    Event Marketing & Promotion
  • Drafts copy for meeting websites and microsites.
  • Assists with developing slides for session walk-in/out presentations.
     
    General Logistics Support
  • Provides general assistance for on-site pre-con meetings.
  • Assist in the preparation of poster session logistics – numbers, pins, etc.
  • Creates content capture log for tracking session recording on-site.
  • Produce session count sheets.
  • Prepares pre-con staff packets according to Meetings Team’s requirements.
  • Assists in production of award certificates.
  • Produces signage inserts.
  • Proofs meeting signage.
  • Coordinates packing and shipping of conference materials.
  • Creates and distributes shipping labels.
     
    Housing
  • Works with Meetings Team to maintain staff housing list.
  • Coordinates with Meetings Team to create VIP housing list.
     
    Registration
  • Assists Registration Manager with all general registration processes as needed/assigned.
  • Assists in the content development of registration confirmation letters.
  • Coordinates the issuing visa letter to include collecting contact information, creating form letters and mailing or faxing.
  • Supports registration manager in maintaining inventory of registration meeting supplies.
  • Assists in assembling attendee materials, e.g. producing badges and any associated info cards and organizing registration materials for on-site distribution.
  • Trains and understands the organization’s registration system.
  • Provides backup with key registration tasks such as responding to event inquiries, testing of registration sites.
     
    Vendor Management
  • Assists with preparing RFPs.
  • Compiles incoming proposals for review.
  • Assist in finalizing arrangements with various meeting vendors (decorator, audiovisual, hotel, supplies).
     

           Other Job Functions
  • Performs various administrative duties including but not limited to:Preparation of, proofing and editing correspondence; coordinating mailings; responding to routine questions and requests for information.
  • Special projects as assigned.
  • May assist in on-site execution of local events.
     
     

Requirements

  • Experience with Microsoft Office 2010.
  • High degree of professionalism.
  • Strong organizing skills.
  • High level of attention to detail and seeing projects through to their completion.
  • Ability to prioritize and handle a variety of projects simultaneously.
  • Ability to work effectively both individually and in a team.
  • Good research and writing skills.
  • Excellent verbal communication skills.
  • Ability to learn new technologies and processes quickly.
     
     
    Summer 2016, part-time (15 -20 hours per week). Stipend/hourly rate of $15.00 per hour. Please send cover letter and resume to resumes@osa.org.