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

Accounts Payable Coordinator
Deputy Senior Director, Finance
OPN Associate Editor
PR Intern

 

 
Accounts Payable Coordinator


The Optical Society (OSA) is recruiting for an Accounts Payable Coordinator.  This individual coordinates the accounts payable process, reviewing invoices and payment requests, corresponding with internal stakeholders and vendors to verify and clarify payment information, maintaining vendor records in the ERP system and researching outstanding items. 
 
 
PRIMARY RESPONSIBILITIES:
  1. Upload invoices into PN3, input payment information and route pending payments to internal stakeholders for coding and approval.
  2.  Review stakeholder approved invoices and payment requests for proper coding and support documentation, such as authorizations/contracts, completed W-9/W-8 forms, and approvals.Resolve issues before approving invoices for payment and AP edit review.
  3. Provide to the senior accountant or senior accounting manager (or designated Finance staff) weekly AP edit reports to review vouchers for payment.Resolve issues noted during AP edit review and update vouchers as necessary before checks are printed.Generate and send the positive pay file to the bank. Print and mail vendor checks.
  4. Distribute incoming mail to finance staff. Promptly research and respond to incoming calls and e-mail correspondence from vendors and stakeholders concerning payments and transactions.Escalate issues as appropriate.
  5. Resolve vendor account discrepancies by researching and reconciling statements and payment transactions.
  6. Research outstanding checks and issue stop payments, void payments, and reissue checks as appropriate.
  7. Reconcile accounts payable, journal productions costs, and perform reconciliations as assigned.
  8. Receive and distribute OSA corporate credit card statements to card holders on a monthly basis.
  9. Review 1099 information quarterly for accuracy and prepare and distribute 1099’s at year end. Prepare journal entries to correct noted issues.
  10. Maintain master vendor records in the ERP system, ensuring that records are updated and minimizing duplicates. Verify that new vendors are setup with required IRS documentation. 
  11. Adhere to established internal controls, identify and recommend procedures to enhance controls as necessary. Keep vendor and organizational information confidential.

 
SECONDARY RESPONSIBILITIES:
 
  1. Cross-train with other Finance team members to process TERs (travel and expense reimbursements) and international wires.
     
  2. Other duties as assigned to support general ledger functions.
 
 
EDUCATION AND EXPERIENCE:
  • Four year college degree
  • Three to five years direct work experience
 
SKILLS AND ABILITIES:
 
  • Computer skills: Proficiency with Microsoft Office (Excel, Word and PDF)
  • Experience with Dynamics SL and PN3 Payables preferred
  • Demonstrated accuracy with high volume data entry
  • Arithmetic competence
  • Applies good judgment to resolve or escalate issues
  • Strong customer service orientation and excellent telephone and email etiquette
 
 
Located in the Dupont Circle neighborhood of Washington, DC, OSA offers a competitive salary and excellent benefits. Please send your resume and cover letter with salary requirements to resumes@osa.org.
 
 
 

Deputy Senior Director, Finance


The Optical Society (OSA) is recruiting for a Deputy Senior Director, Finance. The Deputy Senior Director (DSD), Finance is responsible for the oversight of accounting and financial reporting for The Optical Society (OSA) and the OSA Foundation (OSAF). The individual manages a team of eight staff members with responsibility for general ledger, accounts receivable, accounts payable, fixed assets, and taxes.  The DSD ensures that OSA has the processes and procedures in place to support effective program implementation. 
 
PRIMARY RESPONSIBILITIES:
1.  Finance and Accounting
  • Ensure accounts, ledgers and reports comply with GAAP and regulatory requirements.
  • Prepare, review and approve financial statements and month-end entries and reporting package for accuracy and timely distribution to management.Monitor financial performance and keep senior leadership informed of changes to plan.
  • Maintain internal control and safeguards for receipts, payments, fixed assets and recording transactions.
  • Serve as primary point of contact with outside auditors to coordinate audit activity.
  • Create and review Finance and Audit Councils ebooks.
  • Serve as Finance lead on tax compliance and reporting.
  • Recommend and implement improvements for accounting processes to increase efficiency and accuracy.
  • Provide guidance to stakeholders on finance and accounting best practices to support effective program implementation
2.   Annual Budget Process:
  • Support the annual budget process and participate in quarterly review meetings.
3.   Cash Management and Investments
  • Monitor operating account balances and recommend necessary cash transfers.
  • Review and approve monthly investment reports prepared by staff from third party reports.
4.   Internal Controls:
  • Develop, communicate, and update Finance and Accounting policies and procedures.
  • Review and update Finance SOPs to clarify roles and responsibilities.Coordinate with Finance management to assign system rights and responsibilities to ensure balance separation of duties with appropriate access.
  • Enforce established internal controls and recommend changes as necessary.
  • Establish the controls for OSA and OSAF’s assets to include, but not limited to, maintenance of the fixed assets ledger and a process for periodic inventory.
 
5.  Team Leadership
  • Motivate and implement training programs for team members to develop skills and increase knowledge base; clarify roles and responsibilities while building a supportive team environment.
  • Strengthen internal communications with staff; promote process efficiency and accuracy across functions.
  • Supports Senior Director, Finance as needed on special projects and serves as deputy in her absence.
 
QUALIFICATIONS AND EXPERIENCE
  1. Bachelor’s degree in Accounting or Finance, CPA required, MBA desired.
  2. At least seven years of supervisory experience and fifteen years of progressive experience in finance and accounting with a leadership background.
  3. In-depth knowledge of accounting, financial reporting and generally accepted accounting principles and practices and risk management.
  4. Solid experience in coordinating audit activities and managing reporting, accounts payable and receivable, general ledger, fixed assets, accounting for investments, and separate entity accounting.
  5. Proven experience in the implementation of operational best practices.
  6. Excellent interpersonal and communication skills, ability to interact with all levels of staff and to explain accounting terms to non-accountants, experience in effectively communicating key data, including presentations to senior management and Board.
  7. Advanced Excel and PowerPoint skills, experience with Dynamics SL and Management Reporter.Experience with Bi360 and Tableau preferred.
  8. Experience in grants management and reporting of government, corporate and foundation grants to funders and required external reporting.
  9. Technology-savvy with experience selecting and overseeing software and systems implementations; advanced knowledge of accounting and reporting software.
  10. Outstanding analytic, organization and problem solving skills for strategic data interpretation versus simple reporting.
 
 
Located in the Dupont Circle neighborhood of Washington, DC, OSA offers a competitive salary and excellent benefits. Please send your resume and cover letter with salary requirements to resumes@osa.org.
 


 
OPN Associate Editor


The Optical Society (OSA) is recruiting for an OPN Associate Editor to provide editing, copyediting and print/online production support for Optics & Photonics News, the flagship magazine of The Optical Society. The AE manages and edits the front-of-book features for the magazine, edits occasional feature article content, writes news stories on recent scientific research and career issues as assigned, handles the social-media effort for OPN, and contributes to the social-media effort of OSA’s larger Publications Department.
 
Primary Responsibilities:
 
Front-of-Book and Departments Editor for OPN
  • Work with OPN Editor and external contributing editors to develop ideas, calendar and content for OPN’s “Pulses” section (departments/columns).
  • Schedule, solicit, and follow up with authors on content for Pulses; maintain rolling publication schedule; report to OPN Editor on schedule and plan.
  • Edit Pulses content for OPN length, audience, and house style; work with authors and OPN Creative Director to develop sources for visuals and images; follow through to article production.
  • Drawing on online postings and other source material, assemble, edit to fit, and work with Creative Director on layout of monthly “Newsroom,” “OSA Update,” and “Calendar” sections. Stage online versions of Newsroom and OSA Update for each OPN issue.
  • Perform occasional substantive edits or rewrites of 3,000-word feature articles, on topics related to optical physics and engineering, for OPN length, audience, and house style, as assigned by OPN Editor.
 
News Stories for Online Newsroom
  • One to two times per week, drawing on press releases, scientific papers, and other resources as time permits, write news story on recent scientific development in optics and photonics and on career development issues for scientists, based on story assignment from OPN Editor. Stage stories online for approval and publishing by OPN Editor.
 
Social-Media Management for OPN and OSA Publications Department
  • Post stories from OPN on OPN Twitter account and OSA Facebook page.
  • Working with editorial and marketing staff in OSA Publications department, develop schedule for, write and post social-media messages for selected OSA-published papers on multiple social-media channels.
  • Work with OSA communications team on social media scheduling and on OPN’s role in corporate social-media strategy. Track and report on activity.
 
Secondary Responsibilities
  • Assist with issue editorial and production logistics, including quality review of articles and monthly issue proof book, selected correspondence, securing copyright, digital asset management, etc., as directed by OPN Editor.
  • Attend and participate in weekly OPN planning meeting and monthly art meeting.
  • Other responsibilities as directed by OPN Editor.
 
Education and Experience:
  • Four-year degree in English, communications or a related subject, required. A strong background in science and technology topics and culture is highly desirable. Candidates with a degree in a physical or biological science will also be considered if they have appropriate/relevant editorial and writing experience.
  • Three to five years’ experience editing and writing about topics for a scientific audience in news, feature or magazine formats, with relevant clips.
  • Strong time- and project-management skills.
 
Skills and Abilities:
  • Professional-level editorial, copyediting, proofreading, writing, and research skills.
  • Ability to meet multiple deadlines, coordinate details and work independently.
  • Excellent communication and teamwork.
  • Experience communicating/writing in multiple contexts, for audiences at multiple levels of technical sophistication.
  • Strong interest in science and technology issues; demonstrated ability to quickly come up to speed on unfamiliar technical topics.
  • Knowledge of print and web publishing.
  • Solid skills with Microsoft Office suite required; hands-on experience with Adobe Creative Suite and web content management tools strongly preferred.
  • Image- and multimedia-editing skills desirable.
 
OSA offers a competitive salary and benefits. Please send resume w/cover letter and salary requirements to resumes@osa.org.  
 

PR Intern



The Optical Society, a prestigious non-profit, scientific professional society in Dupont Circle is seeking a college-level intern majoring in public relations/integrated communications to work on the public relations team.

Position Summary: 
Writing, Research & Analytics
  • Manage timelines, project trackers
  • Writing press releases and other promotional copy
  • Supporting conference/tradeshow PR planning and implementation
  • Updating and maintaining media contact lists
  • Other PR tasks as assigned

Position requires strong organizational and communication skills, attention to detail, ability to multitask, and superior writing ability. You will gain practical, hands-on public relations experience at an international non-profit organization. Assignments will be comparable to those of an entry-level PR position and will give you a well-rounded introduction to a fast-paced PR environment.

Education & Experience:
  • College-level coursework in public relations and/or integrated communications
  • Familiarity with social media and media relations tactics
  • Experience using Microsoft office software
     
    Skills & Abilities:
  • Interpersonal and written communication skills required for internal and external contacts
  • Ability to manage workflow with daily deadlines
  • Strong organizational and project management skills
  • Ability to work independently or in a team environment

    Term:
    January-June 2017, part-time (20-25 hours per week). Stipend/hourly rate to commensurate with experience. Will need to come in for training in early December before formally starting the position.


    Earn credit. Build your resume and PR industry references. Get valuable PR experience.


    Send resume, cover letter and two page writing sample to resumes@osa.org.
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