24 March, 2016
The Optical Society (OSA) is recruiting for a Volunteer Engagement & Cultivation Manager. The responsibilities includes coordinating OSA volunteer programs such as the OSA Elections, and providing administrative support related to OSA’s governance activities. The incumbent is responsible for i) researching, recruiting and building relationships with the volunteer community; and ii) management of governance and selected volunteer events/activities. In addition, they will perform a range of complex administrative duties as well as manage key volunteer programs for the Society. The position requires an individual who can succeed in a fast-paced environment and can maintain and strengthen the operational efficiencies of the department.
- Volunteer Relations-Ongoing research, recruiting and relationship-building with leading scientists and business professionals, e.g., identification/cultivation of thought-leaders in targeted fields, ensuring that volunteers continue to be engaged in OSA activities when their current terms expire, enhancing database profiles for members/prospects, periodic outreach to key volunteers/VIPs (correspondence, holiday cards, activity updates); and executive-level reporting on volunteer participation, demographics, survey feedback, etc.
- Communications – Support Volunteer Relations by drafting correspondences and anniversary recognition materials (certificates, congratulatory notes, letters, reports), and records management. Prepare draft invitation lists for various events/meetings. Assist with mailing of Holiday and Chinese New Year Cards. Draft notes for all Board/committee correspondences.
- Governance Support – Provide administrative support for OSA Board of Directors in the form of creating (and shipping) background materials (both paper and electronic) for board meetings, update Board and Executive Committee rosters, preparing on-site slides for Board and Executive meetings, assist with on-site logistics, create tent cards for meetings, update officer job descriptions, take minutes during board meetings, track action items, update motion log, scan and archive board books and minutes, update website with new board member bios. Draft pre-call agendas for the Executive Committee and the Board. Serve as point person for updates to governance information on Society’s website and within database (Volunteers/Committees/Councils). Support the Executive Office with key Governance meetings such as Winter Leadership, Strategy Week, CLEO, FiO, etc. Process and track expense reports for non-board travel. Manage new member orientation materials and meetings. Assist with updates/reminder messages/action item follow up both internally and externally. Track conflict of interest forms for Board members.
- Special Programs –Assist with management of programs to include the planning, budgeting, coordination and implementation of the International Year of Light and OSA Centennial celebration activities. The incumbent will support other programmatic areas as needed (i.e., programs require cross-departmental efforts especially in the areas of special events, marketing/communications and fundraising).
- Election – Staff liaison to the Tellers Committee. Coordinate all aspects of the OSA Election to include candidate materials, vendor liaison, promotion, logistics, monitoring of voting, and preparing materials for Tellers Committee and Board of Directors. Serve as staff liaison to assigned Committees including but not limited to: budget planning, communications, planning timeline, facilities set-up, program, and program participants. The incumbent will attend all meetings and any special events that pertain to his/her Committees.
- Other: Provide limited coverage of Executive Office when CEO special assistant is out of the office. Maintain governance section on shared community drive.
- Four year college degree in Physics or science related industry required
- 5+ years working with volunteer management and committee governance
- Project management experience
- Outgoing, high energy approach to staff and volunteers
- Strong written and verbal communication and problem solving skills
- Proficiency in Microsoft office/Windows, database applications
- Multi-task oriented with excellent organizational skills
- Ability to establish and maintain record-keeping system and files
- Excellent interpersonal skills and demonstrated effectiveness working in a team environment
- Ability to travel 3-4 times per year.
Located in the Dupont Circle neighborhood of Washington, DC, OSA offers a competitive salary and excellent benefits. Please send cover letters and resumes with salary requirements to email@example.com
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