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

Exhibits Coordinator
Grants Manager - Replacement
Fall Intern


Exhibits Coordinator

The Optical Society seeks an Exhibits Coordinator to assist in the management of the successful execution of all exhibits-related logistical aspects of OSA’s meetings portfolio.

Duties include assisting in all logistical activities relating to planning and executing a meeting and/or exhibit, including but not limited to managing collection and production of  signage requirements, initiating various data tracking processes, compiling Exhibitor Service Kits and Exhibit Buyers’ Guides, and serving as primary resource for exhibitors.  Also critical to the success of this person’s job is the active participation on conference/meeting cross divisional and departmental teams to assist in planning and executing high quality conferences and events. Secondary responsibilities include liaising with vendors on project-specific activities and assisting efforts to improve attendee and exhibitor experiences.

Position requires a Bachelor’s degree and CMP or CEM preferred.  Candidates must have 3-5 years meeting, exhibit and/or event planning experience; proficiency with MS Office applications; knowledge of Association Management Software (Access, ACT, ExpoCAD); knowledge of Registration and Membership Management Systems such as IMiS, Avectra, Cvent; and ability to quickly master new applications.  Position requires a strong professional image and solid organizational and interpersonal skills, the ability to successfully coordinate multiple long and short term projects simultaneously, excellent writing and proof-reading abilities, and exceptional attention to detail.  Candidates must be willing and able to travel occasionally for 2-10 day trips and work extended hours including evenings and weekends as needed.
 
Located in Dupont Circle, OSA offers a competitive salary and excellent benefits.  Please send cover letter, resume and salary requirements to resumes@osa.org.

Grants Manager - Replacement

The Optical Society (OSA) is seeking a Grants Manager. Depending upon the qualifications of the applicant, both part-time and full-time employment will be considered, along with remote work possibilities. 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, Outreach 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.
  13. Work with supervisor (Director of Business Development, Meetings & Conventions) to develop grants income goals and track monthly performance.
  14. Refine, strengthen, and improve The Optical Society’s systems and processes for administering and reporting on federal and state grants.
  15. 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
If you are interested please send a cover letter with salary requirements and resume to Human Resources at resumes@osa.org

Fall 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.

Fall 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.