Description
This position is part of a team dedicated to delivering unique and impactful programs, professional development opportunities, and grant-funded initiatives for established members of a global science and engineering community.
The Program Specialist is responsible for managing three assigned programs, coordinating two multi-day events, and overseeing the processing, tracking, and distribution of grant funds. Core functions include ensuring exceptional customer service, facilitating application and review processes, executing event logistics, maintaining accurate financial and program records, and supporting program marketing and communications.
This role requires an organized, deadline-driven, self-directed, and solution-oriented individual who thrives in a fast-paced, dynamic environment and can effectively adjust to shifting priorities and emerging opportunities.
Responsibilities:
Program Management
Oversees the full lifecycle of three assigned programs, including planning, application management, participant communications, execution, and post-program evaluation.
Develops annual program timelines, metrics, and reporting to assess program performance and impact.
Event Coordination
Leads planning, logistics, and onsite execution for two major events, including venue coordination, vendor management, speaker support, travel arrangements, budgeting, and post-event follow-up.
Coordinates with internal teams to ensure event branding, communications, and customer experience standards are met.
Grant Administration
Manages submission, review, approval, and payment workflows for assigned grant programs.
Ensures the accurate and timely distribution of grant funds in coordination with Finance.
Conducts compliance checks and financial reconciliation for grant records.
Cross-Team Collaboration
Partners with Communications, Meetings, and Finance teams to support program promotion, budgeting, and operational execution.
Assists in the development of marketing materials, website updates, and participant outreach strategies.
Data & Reporting
Tracks program data, event metrics, and grant distribution patterns; prepares dashboards, summaries, and internal reports.
Provides insights and recommendations to strengthen program efficiency and member experience.
Skills & Abilities:
Customer service first approach to job duties and functions.
Excellent written and verbal communication skills.
Strong project management and problem-solving skills.
Strong organizational skills with keen attention to detail.
Ability to reprioritize and maintain workload balance as part of a dynamic and innovative team.
Excellent ability to establish and build relationships and comfort with interacting with all levels of the organization—including the executive team, member volunteers, and external vendors.
Technical: Grants Database (Survey Monkey Apply), Microsoft Office Suite (in particular Excel and PowerPoint) and HTML preferred.
Some travel required (up to three trips annually)
Education & Experience:
Four-year college degree is required.
Minimum of three years of professional experience with knowledge of project management, data management and financial processing.
Experience at a professional society or trade association preferred.
Customer or member service-oriented experience required; association membership experience preferred.
Experience with meetings or event planning, especially operations, budget, and programming preferred.
Please send your resume and cover letter, along with your salary requirement to resumes@optica.org.
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.
