Membership Program Coordinator

MarketingHire; Washington (District of Columbia); On-site; USD 30,000 - 50,000; Full time

Job summary

Optica is seeking a Membership Program Coordinator to lead the design and execution of programs, events, and workshops for members globally. The role entails coordinating speakers, marketing, and attendee logistics to deliver high-quality member experiences.

You will partner with the Membership team and other departments to drive engagement, manage data, and ensure timely communications. A four-year degree and at least five years in a related role are required, with opportunities for travel.

Qualifications

• Five years in membership or scientific society with program development and project management experience.
• Experience working with volunteers/committees and managing programs.
• Excellent written and verbal communication and proofreading skills.
• Ability to manage multiple programs, timelines, and travel up to 5% annually.

Responsibilities

• Oversee Membership programming from design to execution, coordinating with the Deputy Senior Director, Membership.
• Lead speaker selection, marketing, registration, and attendee management for events and webinars.
• Develops plans for member engagement, reports, and data-driven improvements.
• Collaborate with internal teams and external partners to support Local Sections globally and sponsor opportunities.

Skills

Program management

Event coordination

Customer service

Communication

Marketing planning

Adobe Creative Cloud

HTML/Dreamweaver

Excel

NetForum/Tableau experience

Travel coordination

Education

Four-year college degree

Science-based discipline preferred

Tools

NetForum

Tableau

Dreamweaver

InDesign

Job description

The Membership Program Coordinator provides advanced oversight and management of designated programs from start to finish. This position, working closely with the Deputy SR. Director, Membership is responsible for setting strategic program goals, designing new programs, and overseeing all aspects of program implementation and execution.

Main responsibilities focus on ensuring a high level of customer service and problem-solving related to our programs, primarily associated with facilitating event management, application screening, acceptance and notification processes, financial processing and tracking, maintenance of program websites, and event travel and logistics coordination.

Membership Programming:

Serves as a central point of contact for Senior Members program and program workshops. Partners with the membership team, other departments, and/or external constituencies on day-to-day programmatic, operational, and administrative matters related to our program. Leads Senior Member documentation in database and distribution for various reports to the Deputy Senior Director, Membership. Oversees 25+ Local Sections globally and stipend programs designed to allow Local Sections to host professional development events and encourage experts in optics and photonics to visit their local community. Leads the annual auditing process to ensure Local Sections comply with minimum membership and activity requirements and regular communication, including outreach efforts. Speaker selection for the Tech Talks program; manages marketing efforts and ensures high-level quality speakers and registrants attend the program. Develops, implements, and manages webinars, workshops, and multi-day events designed to elevate networking, and professional opportunities of our individual members from around the globe. Including speaker selection and developing marketing plans for each member activity. Partners with employers on potential sponsorship opportunities for programs or summits.

1. Program Revenue Goals – The position is responsible for revenue goals of $30k - $ 50k towards assigned programs.

Assists with program/project research information and gathers data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from various sources. Respond to requests for information and provide guidance and problem resolution. Ensures assigned program in-box correspondences are answered timely (24 hours). Partners with the Membership team to develop, create, and implement new signature member programs to increase member engagement.

Marketing & Engagement

Develop comprehensive marketing plans, schedules, and strategies for assigned member programs to drive high attendance to workshops. Identify trends, gaps, and needs of Optica Members to develop distinct, segmented strategies that serve the needs of a diverse member base.

1. Collaborates with stakeholders to develop a strategy to improve the individual to emeritus member experience.

Assesses and evaluates assigned member programs and activities.

EDUCATION AND EXPERIENCE:

Four-year college degree required; study in a science-based discipline preferred

1. At least five years relevant service in a membership or scientific society—must have experience in program development and project management and working with volunteers/committees

SKILLS AND ABILITIES:

Excellent written and verbal communication and proofreading skills

1. Strong project management and problem-solving skills
2. Strong organizational skills with keen attention to detail; ability to work independently and multi-task to meet multiple deadlines; and ability to organize and maintain a sophisticated tracking system
3. Skill in building and establishing relationships with member volunteers, partner societies, and external vendors, and the ability to facilitate project activities with each audience
4. Graphic design capabilities in print and electronic formats and experience with print production. Some experience in the Adobe Creative Cloud suite is preferred: Dreamweaver (or HTML), Illustrator, InDesign, and Photoshop
5. Proficiency in Microsoft Office applications—with minimum intermediate capabilities in Excel and database applications (NetForum and Tableau experience preferred)
6. Ability to travel may be around 5% annually—domestic and international as needed.

Optica is an equal employment opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, age, sex, national origin, pregnancy, disability, religion, marital status, veteran's status, personal appearance, political affiliation, sexual orientation, family responsibilities, matriculation or any other basis prohibited by law.

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