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

Administrative/Program Assistant 
Director of Marketing, Publishing
Director, Meeting Services
Registration Manager
Research & Program Development Coordinator
Sales Manager, Industry Relations 
 


Administrative/Program Assistant


The Optical Society (OSA) is recruiting for an Administrative/Program Assistant to provide administrative support to the Chief Industry Relations Officer and select Corporate Programs and Projects. The Corporate Programs focus is on processing OSA and OIDA Corporate Members, providing program support, and being the main point of contact for customer service.
 
PRIMARY RESPONSIBILITIES:
Under the Direction of the Chief Industry Relations Officer:
  1. Maintains calendar and assists with organizing meetings, including requesting conference rooms, AV needs, and attendance status.
  2. Provides support for Committee meeting by creating presentations including background information supplied from other staff and power point slides, creating tent cards, agenda and logistics for meetings.
  3. Completes expense reports in a timely fashion.
  4. Maintains filing system by creating new folders and filing all documents as requested.
  5. Coordinates the contract review process, ensuring the steps are followed before contracts are sent for signature.
  6. Assists with meeting preparation by organizing documents in file folders, editing presentations, printing files, and sending shipments.
  7. Supports with all other ongoing organization and implementation of administrative duties and tasks as requested.
  8. Creates initial draft of budget spreadsheet for Industry team and Meetings Dept. variances during all budget rounds. Sends to stakeholders on behalf of CIRO
     
    Support for OIDA members and staff team:
  1. Executes the OIDA Corporate Member renewal & process new OSA and OIDA Corporate Members
  2. Terminates Members upon non-renewal
  3. Serves as the main contact for OIDA Corporate Member customer service
  4. Maintains OIDA Member accounts on WORKinOPTICS.com by creating new accounts and updating renewals within the Boxwood system.  Provides customer service for OIDA Members on WORKinOPTICS.com.
  5. Supports Industry Programs as needed with registration, finance, onsite programs, tent cards, etc.  
  6. Maintains OSA Corporate Member lists in databases and documents and reconciles lists monthly.
  7. Responds promptly and professionally to inquiries from current and prospective OIDA members.  Provides information about OSA products and services.
  8. Solicits promotional materials for OSA booth shipments (those organized by Industry Relations Team) from stakeholders of different marketing and sales groups for OSA and OFC booths at Photonics West, Laser Munich, ECOC, LASYS, OPIC, and Regional Industrial Affiliate Meetings throughout the year.
  9. Coordinates shipments for industry relations team booths at Regional Industrial Affiliate Meetings throughout the year.
  10. Create and updates assignments for staff volunteer grid for FIO
  11. Maintains inventory of promotional items, booth supply materials, brochures and tracks when more need to be ordered.  Assists with ordering promotional items.
 
EDUCATION AND EXPERIENCE:
  • 2-year degree; 4-year degree preferred
  • 3-5 years work experience in a professional environment, preferably an office setting.
     
    SKILLS AND ABILITIES:
  • Excellent organizational and time management skills.
  • Ability to multi-task.
  • Knowledge of customer service practices.
  • Strong Excel software skills.
  • Software: Dreamweaver, Kentico, HTML and Microsoft Office Suite (Excel, PowerPoint, Outlook, and Word)
  • Ability to learn databases (ACT, netForum, Boxwood).
     
     
     
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.

Director of Marketing, Publishing



The Optical Society (OSA) is recruiting for a Director of Marketing, Publishing reporting directly to the Senior Director, Publishing Sales and Marketing and is responsible for leading OSA’s marketing efforts for the Publishing division.   More specifically, the Director of Marketing will ensure the optimal marketing of OSA’s portfolio of peer-reviewed subscription-based and open access journals and products/services and aggressively identify new, untapped opportunities for the Society.  
 
The major areas of responsibility for this position include:

 

  • Overseeing an annual marketing budget of $250K. Developing market campaigns to help the division meet or exceed OSA’s annual subscription (single title and combo package), PPV, reprint, and open access revenue budget and all related benchmarks.
  • Directly supervising other members of the Pubs Marketing team including the Marketing Manager and Marketing Coordinator.
  • Ensuring the timely development and execution of comprehensive marketing plans and strategies by title/product on an annual basis.Key emphasis to be placed on retaining subscription revenue for the subscription titles and driving author paid revenue for the open access titles.
  • Creating and managing a dynamic social media program for the OSA Publishing products in cooperation with the Public Relations team that drives usage of content and engagement with the optics and photonics community.
  • Developing and implementing a robust renewals program that utilizes different renewal methods based on customer preferences.Actively tracking and analyzing renewals by effort and segment and optimizing the positioning and messaging by effort.
  • Developing/updating the journal catalog and associated pricing materials annually, ensuring that the catalog is ready in time to go out with the first renewal effort.
  • Effectively launching new publishing titles, products, and/or author/editor services as necessary.Creating cover/brand related materials for each new product/service, identifying specific market segments to pursue, preparing competitive analysis and assisting with the development of the business plan.
  • Working with the sales team to develop value propositions and sales tools for OSA’s institutional customers.Devising and executing strategies that drive usage of OSA’s electronic products and that best meet the needs of its major constituency, the library market.
  • Establishing and maintaining a dashboard which is produced monthly and which identifies and analyzes all key marketing measurements and targets.Measurements to include items like:marketing spend YTD vs projected spend for the same period of time, engagement metrics for emails and social media efforts, etc.
  • Following the journal landscape in the field of optics and photonics, regularly preparing competitive analyses and ensuring that OSA is aware of and acting on events, trends, etc., that affect the publishing division and its work.
  • Participating in the development and implementation of OSA’s overarching short- and long-term strategic plans.
 
Education and Experience
  1. Four-year college degree required
  2. 5-10 years marketing management experience working with an STM journal publisher.
  3. Demonstrated knowledge of direct mail, e-marketing, social media, customer relationship marketing, tradeshow management, and brand development and management.
  4. Experience with or an in-depth understanding of volunteer management and/or non-profit scientific publishing preferred.
 
Skills and Abilities
  1. Dynamic individual with strong budgetary/analytical/organizational skills and the ability and the desire to take on increased responsibility over time.
  1. Ability to meet multiple deadlines and work independently in a fast paced, team environment required.
  2. Ability to take an innovative and entrepreneurial approach to marketing existing and new products and services.
  3. Ability to establish and maintain strong working relationships with a wide variety of constituencies.
  4. Ability to effectively work with and productively engage with scientific and engineering volunteers, librarians and with all departments within OSA.
  5. Strong proficiency with the Microsoft office/Windows operating system
  6. Excellent oral and written communication skills
  7. Ability to travel 5-10% of time.
     

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.
 


Director, Meeting Services



The Optical Society (OSA) is recruiting for a Director, Meeting Services. The Director, Meeting Services is responsible for supervising meetings services - registration, A/V, housing, and meetings abstract management system for three large annual conferences, and multiple smaller meetings and events annually; and manages one staff person and multiple vendors to deliver these services. Position also works with volunteer organizers and co-location partners to develop and execute non-conference programming for show floor theaters at OSA’s two largest tradeshows; and acts as liaison for several Meetings related committees. 
 
Responsibilities Include:

Staff and Vendor Management
  • Management of OSA Registration Manager position
    • Ensures effective collaboration with meeting managers, volunteers, exhibit operations & sales, marketing, governance entities, etc.
    • Works with Registration Manager to contract, train and effectively manage on-site registration staff for OSA’s largest events
    • Identifies and allocates staff and vendor resources appropriately based on workload, skill sets and organizational needs. Monitors and manages staff and vendor efficiency.
  • Oversees, evaluates, and improves registration, housing and abstract management processes. Ensures project deadlines and production schedules are met and appropriate.
  • Contracts and manages registration, housing and paper process vendors and conducts new RFPs regularly for each of these services.
  • Works with meeting managers to ensure smooth flow from pre-registration processes to on-site registration processes.
  • Responsible for ensuring timely registration back-end and website page launches that meet pre-established deadlines for meeting registration opening dates.
 
Financial Responsibilities
  • In collaboration with other meetings staff, submits suggested registration revenue and related expenses for new budgets and estimates throughout each year.
  • Ensures Director of Data Reporting and Business Planning has registration information needed for accurate day to day and annual reporting functions
  • Ensures the accuracy and timeliness of expense processing.
 
Program Development
  • Oversees volunteer and partner management and engagement for OFC and CLEO show floor programs (non-conference programs)
  • Conducts program planning and execution with assistance from volunteers
  • Provides regular speaker and session-related updates to Marketing and Sales teams for promotion
  • Directly posts speaker and program detail updates to OFC and CLEO websites as changes and updates occur
  • Ensures accurate analysis of show floor programs popularity and attendance for strategic planning in future years
  • Invites and facilitates participation of new program partners at the request of OSA Sr. team and/or OFC Long Range Planning Committee or CLEO Joint Council on Applications
 
Community Engagement
  • Acts as administrative Liaison for several OSA Meetings Related Committees including Meetings Council, and other meetings governance committees as needed and able.
  • Works with Industry Relations Dept. Head and Sr. Director of Program Development and Community Engagement to ensure timeliness and effectiveness of committee meetings.
  • Takes and distributes minutes, schedules future meetings using doodle polls, and communicates on a regular basis with committee Chairs and members to ensure best possible attendance and engagement at live meetings and conference calls
  • Keeps track of action items from each committee and works with colleagues and Sr. Meetings team to complete AIs in a timely manner
  • Ensures all rosters are accurate and updated in NetForum and in/on other related databases and documents.
  • Works with Sr. Director of Governance on Board and governance projects related to assigned committees.
 
Education & Experience Requirements
  • Four-year Undergrad College Degree Required
  • Experience in a Management Position
  • Proven Experience managing Registration, Housing and A/V vendors and vendor contracting
  • Experience working with volunteer committees preferred
  • International work and/or travel experience preferred
  • CMP Designation Preferred
 
Skillset Requirements
  • Ability to meet deadlines in a fast-paced working environment while coordinating details and working independently.
  • Excellent oral and written communication skills required.
  • Strong computer skills with demonstrable knowledge of current industry technologies and trends.
  • Advanced skills with Microsoft Office programs including Excel, Outlook and PowerPoint preferred
  • Ability to travel.
 
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.
 
  

Registration Manager


The Optical Society (OSA), a prestigious non-profit, scientific professional society in Dupont Circle, is seeking a registration professional who manages the registration process and provides logistical support for all OSA Conferences & Meetings.


Tasks and Responsibilities

Registration Management: OSA Meeting Portfolio
  • Sets up registrations paths for 8-10 OSA Topicals and Congresses in registration software (organization currently uses Cvent).
  • Sets up events in OSA Membership Database (NetForum) to create links for data flow between membership database and third party registration software.
  • Ensures accurate and proper design of online and paper registration forms.
  • Contacts registrants to collect appropriate registration data and resolves any registration related issues.
  • Serves as primary contact to OSA customer service team, finance, or other internal clients for registration related questions and issues.
  • Sends registration confirmations and attendee communications to registrants in a timely manner.
  • Issues certificate of attendance to event participants.
Registration Management: OFC and CLEO Conferences
  • Serves as day to day contact for 3rd party registration vendor.
  • Coordinates with internal OSA key contacts and OSA’s registration company to gather specifications for online and paper event registration forms.
  • Leads internal testing of online registration, including collecting feedback and communicating changes to registration company.
  • Reports weekly or as needed registration statistics starting 12 weeks out from the events.
  • Responds to and resolves registration issues and questions from registration vendor and OSA’s Customer Service Team.
  • Drafts on-site signage and coordinates on-site support services.
  • Sets up registration area on-site and assists with on-site registration training of temp staff conducted by OSA’s registration company.
  • Supervises the on-site registration process.
Customer Service
  • Provides excellent customer service to internal and external stakeholders through phone calls, emails, etc.
  • Utilizes multiple registration or data management systems.
  • Works closely with OSA Customer Service to provide accurate registration related talking points, fact sheets and procedures for handling inquiries.
Database Management
  • Processes registrations received through phone calls, mail, and fax accurately and efficiently.
  • Reviews daily issue reports and reconciles any errors/omissions in the registration data with the organization’s Finance and IT department as appropriate.
  • Understand integration process between organization’s registration and membership database.
  • Continuously evaluates, measures, and improves registration processes, procedures and documentation.
Reporting & Integration
  • Works with IT and stakeholders on registration integrations necessary when onboarding a new product/service/vendor, upgrades to products that impact registration systems, etc.
  • Sets up weekly, automated, registration reports.
  • Reconciles income with finance department during and after each event.
  • Provides adhoc reporting on registration data as needed for event planning purposes (e.g. Special Needs, ticket sales).
On-Site Registration Management
  • Generates badges and registration materials.
  • Manages stuffing process for registration materials.
  • Prepares check lists and oversees the preparation and shipping of on-site supplies, badges, badge holders, extra badge stock, registration materials, etc.
  • Trains volunteers assisting with on-site registration duties.
  • Staffs on-site registration counter at selected conferences.
Other Duties
  • Attends project meetings.
  • Populates event websites with registration information.
  • Works with OSA Finance department and meeting manager on financial close out for registration income and expenses.
  • Manages and maintains OSA’s official Terms and Conditions (T&C) of Registration and keeps them current with industry and consistent with OSA policies and practices:
    • Thoroughly vets T&C’s with all stakeholders;
    • Avoids any conflict of interest with pre-existing policies.
    • Ensures regular internal legal review of T&Cs at the appropriate level.
    • Communicates and enforces T&Cs effectively.
  • Trains other OSA staff on the use of registration system as needed.
  • Stays current with industry registration trends and makes recommendations for changes and enhancements to registration processes, physical setup and registration documents.
 
Requirements
  • Bachelor’s degree required.
  • Minimum 2 years experience in the meetings industry preferred.
  • Prior work experience with registration and membership databases.
  • Experience with Microsoft Office 2013.
  • Ability to work both independently and as a team player (using discretion in decision making and sound judgment in problem solving).
  • Strong written and verbal communication and interpersonal skills.
  • Strong follow-up and time management skills.
  • Positive attitude and self-motivation.
  • High level of attention to detail.
  • Ability to prioritize and handle a variety of projects simultaneously.
  • Ability to learn new technologies and processes quickly.
  • Ability to travel 15-20%.
  • Ability to lift up to 30lbs.
     
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.
 
 

Research & Program Development Coordinator




The Optical Society (OSA) is recruiting for a Research & Program Development Coordinator. This individual fills a key role coordinating the awards & honors program, as well as activities within the Research and Program Development group.
 
Awards and Honors Program
  1. Utilizing experience and good judgement, effectively manages the award nomination and review process
  1. Serves as the first point of contact for awards and honors customer service
  2. Works with IT to maintain and update, as needed, the award and Fellow on-line nomination process in BEAM.
  3. Corresponds with committee members, award and Fellow nominees, nominators, newly elected Fellow members and award winners
  4. Manages, reviews and updates the on-line copy and banner ads related to awards and Fellows on osa.org
  5. Assists committee chairs in solicitation of candidates for awards and Fellows
  6. Tracks and manages nomination materials for review and scoring
  7. Schedules presentation of honors and prepares and ships material for the presentation and publicity
  8. Prepares reports, publicity material,and archives material
  9. Records award and Fellow information in Netforum as needed
  10. Maintains the Standard Operating Procedures (SOPs) for the awards program
  11. Manages the inventory for award recognition materials (plaques, crystals, medals) etc., and orders materials when needed.
 
Committees
  1. Assists in managing the Awards Committee, the Fellow Members Committee, the Strategic Planning Committee (SPC), the Nominating Committee, and other committees managed within the department
  2. Maintains current committee information and coordinates correspondence
  3. Arranges and schedules conference calls across multiple time zones
  4. Maintains calendar and assists with organizing meetings, including requesting conference rooms, AV needs, and attendance status
  5. Creates presentations using background information supplied from other staff and power point slides, as well as the e-books sent in advance of meetings
  6. Assists with logistical meeting preparation and follow up as needed
 
 
Research and Program Development Projects
  1. Special event planning and communication
  2. Makes travel arrangements for international travel, prepares packets and expense reports for travelers as requested.
  1. Maintains inventory of promotional items, brochures and tracks when more need to be ordered.  Orders promotional items.
  2. Meeting/conference preparation by obtaining information, logistical assistance and assembling and sending shipments.
  1. Provides assistance in planning for appropriate OSA materials that need to be collected and sends a call for materials to key staff.
  2. Responds to and fulfills last minute requests for shipments.
  3. Collects identified materials, packs (or works with the mailroom to pack materials) and prepares paperwork for shipments (especially for international shipments).
 
Additional Projects
  1. Coordinates projects for production, printing, on-line posting and mailing.
  2. Creates project management spreadsheets as needed.
  3. Routes invoices and assists with travel and expense reports, as well as wire transfers.
  4. Maintains filing system by creating new folders and filing all documents as needed.
  5. Assists with administration of the OSA Fellow Lecturer Program and Global Meeting Support Program.
  6. Supports all other ongoing organization and implementation of administrative duties and tasks as requested.
     
    Skills and Abilities
  1. 4-year degree required
  2. Three to five years of professional level work experience required; experience working in association or non-profit management preferred
  3. Excellent oral and written communication skills
  1. Excellent organizational and time management skills
  2. Ability to problem-solve
  3. Discretion and the ability to work in a highly confidential manner
  1. Knowledge of customer service practices
  2. Ability to successfully work independently
  3. Ability to plan and manage multiple projects that require complex scheduling, detailed organizational skills and compliance with deadlines
  4. Ability to work under pressure and prioritize tasks yet demonstrate flexibility as required
  5. Ability to act diplomatically and elicit cooperation from internal and external audiences
  6. Ability to work collaboratively
  1. Strong Excel software skills
  2. Software: Kentico, HTML and Microsoft Office Suite (Excel, PowerPoint, Outlook, and Word)
  3. Ability to learn databases (ACT, netForum)
 
 
OSA offers a competitive salary and benefits. Please send resume w/cover letter and salary requirements to resumes@osa.org.
 

Sales Manager, Industry Relations


Join OSA’s sales team with great energy and strategic focus on continuing to help advance research which impacts several vertical markets with respect to the science of light (including defense, biomedical, imaging, communications, and much more). This role will includes driving sponsorship, exhibit and advertising revenue to a portfolio of conferences and exhibitions around the world to help advance this science necessary for moving forward within these vertical markets. OSA offers outstanding benefits to its staff including five days off during the holiday season on top of a generous PTO, excellent medical benefits and fantastic matching retirement funding program.
 
The Sales Manager for Industry Relations is part of a team responsible for raising money through the sale of sponsorship, exhibit and advertising packages for OSA’s exhibitions, meetings and magazine by targeting various companies, organizations and associations. The Manager creates sponsorship and exhibitor packages according to client specification. The Manager attends weekly company meetings, sales update meetings and conference planning meetings and tradeshows as required.
 
ESSENTIAL DUTIES AND RESPONSIBILITIES (other duties may be assigned):
· Utilize high volume telephone solicitation along with electronic and written correspondence and face-to-face meetings as tools in order to reach and exceed the budgeted sales target for each goal;
· Research and develop a list of potential clients for project;
· Develop and maintain relationships with existing and potential sponsorship clients and exhibitors;
· Keep precise records of conversations with all clients, sponsors and exhibitors in ACT;
· Prepare promotional material to promote sales opportunities;
· Maintain knowledge of conference timelines and sponsorship deadlines;
· Professionally represent OSA at all times.
 
QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this job description are representative of the knowledge, continuous proactive skill and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. General qualification requirements include: Ability to communicate customer needs and resolve issues independently. Ability to establish and master goals. Ability to identify and develop accounts. Ability to act independently with minimal or no supervision.
 
EDUCATION AND/OR EXPERIENCE: Business Administration or equivalent degree, with 2-4 years experience in sponsorship & exhibit or corporate sales. A reasonable combination of education and experience will also be considered. A strong background and interest in science and technical fields desired.
 
LANGUAGE SKILLS: Ability to read, analyze, and interpret general business materials, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, procedure manuals, and proposals. Ability to effectively present information both electronically and in person and respond to questions from clients, customers and the general public.
 
MATHEMATICAL SKILLS: Ability to calculate figures and amounts such as discounts, interest, commissions. Ability to apply mathematical concepts to understand financial statements, budgets and cash flow.
 
REASONING ABILITY: Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. Ability to effectively plan sales strategy. Ability to negotiate on behalf of both the client and OSA to achieve maximum benefit for both parties.
 
OTHER SKILLS AND ABILITIES: This position is suited to a self-motivated, professional person who can confidently work with a variety of people from different cultures and backgrounds. Diplomacy, tact and a sense of humor are important to the success of this person. This position requires a driver’s license.
 
TECHNICAL SKILLS: Excellent knowledge of a variety of software packages including Microsoft Word, Excel and PowerPoint and a CRM, such as ACT or Salesforce, are a must. A minimum typing speed of 50 words per minute is expected. The successful candidate will have a willingness to learn new software systems, such as Netforum, Expocad and Kentico. Familiarity with a multi-line phone system.
 
OSA’s MISSION: The Optical Society's (OSA) mission is to promote the generation, application and archiving of knowledge in optics and photonics and to disseminate this knowledge worldwide. The purposes of the Society are scientific, technical and educational. OSA’s commitment to excellence and long-term learning is the driving force behind all its initiatives.
Since 1916, OSA has been the world’s leading champion for optics and photonics, uniting and educating scientists, engineers, educators, technicians and business leaders worldwide to foster and promote technical and professional development. Through publications, events and services, the Optical Society is helping to advance the science of light by addressing the ongoing need for shared knowledge and innovation.
OSA was founded 100 years ago as The Optical Society of America and has evolved into a global enterprise serving a worldwide constituency. In recognition of its global reach and focus, since 2008 the Society has been known as OSA - The Optical Society. 
 
Please send your resume and cover letter with salary requirements to resumes@osa.org.