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AIAA: Program Event Coordinator


This is a Contract position in Los Angeles, CA posted May 9, 2022.

Event Program CoordinatorThe American Institute of Aeronautics and Astronautics (www.Aiaa.Org) in Reston, VA seeks an Event Program Coordinator (internally titled Technical Programs Specialist) who will support the creation of an accurate and user-friendly technical program and schedule in all formats (e.G., print, digital, app-based, etc.) using a content management system (ScholarOne Abstracts).AIAA has a Flexible Workplace, where staff work primarily remote, but are required to attend meetings in the office and collaborate in person as needed.Reporting to the Director, Publications Operations and Web Publishing, you will assist authors, volunteers, reviewers and staff in the use of the electronic abstract submission, review, and tracking system(s) used to develop the technical program for AIAA forums, as well as final manuscript submission, and other participant confirmations.

You will also work with the events team to create an accurate and user-friendly technical program description and schedule in all formats (e.G., print, digital, app-based, etc.).

Other Responsibilities: Serve as primary staff liaison to forum Technical Program Committees, from onboarding committee members through the conclusion of each event.

Specific tasks include creating and maintaining the committee roster, scheduling, and managing telecon and face-to-face meetings with the program committee, facilitating discussion, and capturing and tracking action items.Work with Technical Program Committees and forum Project Managers to identify and collect session topic information and manage the call for papers process.

Provide content of calls for papers to marketing staff to publish the call for papers for each event on the forum websites.Work with Technical Program to collect student paper competition information, and work with Staff stakeholders to ensure it is properly posted to the call for papers.Work with Technical Program Committees and forum Project Managers to identify technical program milestones and to build each event technical program in the abstract management system.Set up submission requirements in abstract management system and implement changes and improvements to the system, as needed.Enter information into abstract management system to support the development of the technical program, including session room grid as provided by the Forum Project Manager.Work with Technical Program Committees to de-conflict sessions and participants (presenters and session chairs) in the abstract management system.Assist authors in abstract and manuscript submission process—from initial abstract submission to actual delivery of the manuscript (including revised manuscripts) and final presentation.Establish and document processes and procedures for tasks related to technical program development and the publication of technical papers and implement process improvements and enhancements as needed.Maintain the technical program and session information in abstract management system and supply content to appropriate staff for events as appropriate.Distribute session chair notifications to provide volunteers with job duties and information on accessing their session information and assist session chairs and other organizers as necessary.Develop, collect and collate session chair reports, and provide the data to staff and technical program committees.Support the manuscript metadata from the paper management system to AIAA for the population of the electronic library.Assist with preparation and publishing of event apps and update the technical program in the app where applicable.Coordinate with appropriate staff on timeline when the online proceedings are due to go live, and then support staff and the paper management system vendor to ensure files are received on time.Proofread forum promotional pieces to ensure inclusion and accuracy of technical program information.Provide on-site technical papers support at conferences as needed (could include possible travel and work on weekends/holidays).Interface with IT and marketing staff to report and follow up with technical issues related to papers, abstract management system, video presentations and forum websites.Upon request, create and distribute detailed ScholarOne data reports to staff and volunteer committees for program assessment, product development, and marketing purposes, as needed.Participate in periodic meetings with conference organizers and project teams, as necessary.Moderate travel required, three to five domestic trips per year Requirements/Qualifications: Position requires at least three to five years of relevant experience, such as experience working with program events, and ideally, submission systems specifically relational databases, and content management systems (i.E., ScholarOne, SharePoint, etc.).

Bachelors’ degree preferred; preferably in business,communications or related field; or an equivalent combination of education and experience.

Required Skills:Strong customer service skills and ability to work well within teamsAbility to handle pressure and multiple tasks and adhere to deadlinesStrong oral and written communication skillsAbility to proofread program and promotional materials effectively and efficientlyStrong organizational skills and attention to detailStrong command of Microsoft Office toolsExtensive experience working in management systemsFamiliarity with ScholarOne Abstracts a plusAbout AIAAAIAA’s purpose is to ignite and celebrate aerospace ingenuity and collaboration, and its importance to our way of life.

AIAA is the world’s largest technical society dedicated to the global aerospace profession.

We are comprised of individual and corporate members from around the world.

AIAA carries forth a proud tradition of more than 80 years of aerospace leadership.Working at AIAAAIAA offers a strong compensation package for this position, which includes base salary and a discretionary bonus.

Our benefits are highly competitive and include medical, dental and vision insurance with dependent coverage; 403(b) plan with an employer contribution and match; generous paid leave andholiday schedule.

AIAA has a Flexible Workplace, where staff work primarily remote, but are required to attend meetings in the office and collaborate in person as needed.

Candidates must reside in the Washington, DC metro area.Apply via our website at https://aiaa.Balancetrak.Com/202201001, or quick apply via LinkedIn.