Head of Scientific Programs

Role Description

The head of scientific programs is a senior leadership position reporting to the director of meetings. This role is critical for overseeing the comprehensive management and strategic direction of the annual and unit meetings’ scientific programs and abstract systems. The head of scientific programs is essential to the success of the APS Meetings Department and the broader organization’s mission. This position will lead the day-to-day operations of the Scientific Programs team.

The head of scientific programs will:

• Collaborate closely with program committees and chairs during the development and maintenance of scientific programs.
• Work with other department leaders (communications, marketing, information systems, meeting managers) to strategize on process improvement to achieve the optimal user experience for both the attendee as well as the staff.
• Work with Information Systems support staff to ensure the integrity and functionality of the scientific abstract management system data.

Responsibilities

• Hire, train, and supervise a high-performing staff.
• Develop and mentor team members, fostering a collaborative and productive work environment.
• Conduct performance evaluations, resolve disputes, and administer disciplinary actions.
• Strategically schedule scientific program production schedules to allow for changes and/or additions as well as overall team workflow.
• Oversee the creation and maintenance of online scientific programs, acting as a liaison to all departments within APS.
• Maintain responsibility for all aspects of the current abstract system, working closely with Information Systems during abstract processing and scientific program creation.
• Supervise the sending of author notifications and the coordination of published scientific programs.
• Oversee preparation for in-house or online abstract sorting.
• Oversee the abstract help desk functions, ensuring timely responses to all email and phone correspondence.
• Collaborate with the Technical Manager of Scientific Programs to maintain and update abstract user documentation, providing feedback to Abstract Management System vendors and APS IS staff to identify issues and recommend system enhancements.
• Collaborate with the Director of Meetings to ensure abstract policies and procedures are current and adhered to by abstract authors.
• Oversee the creation of Program Committee Handbook and websites.
• Collaborate with Operations Manager of Scientific Programs to generate and prepare reports, maintaining statistical data on abstract submissions.
• Ensure that abstract epitomes are archived in the Bulletin of the APS (BAPS).
• Oversee the administration of the meetings electronic abstract submission process, including creating meetings, processing abstracts.
• Oversee planning and execution of the volunteer abstract sorting process, author notifications, processing program updates for the website and mobile app, and publishing the meeting on the APS website.
• Provide support for heavy demand on abs-help and phone inquiries from submitting authors, responding to a wide range of technical questions.
• Provide leadership support onsite as needed at meetings.
• Undertakes special projects and additional assignments to contribute to departmental success.

Qualifications

• Bachelor’s degree or equivalent experience.
• Minimum of 8 years of progressive experience in program management, preferably within an international, nonprofit science-related society.
• Minimum of 3 years of progressive management/supervisory experience.
• Software proficiency in CRM, Salesforce, project management tools (e.g., Asana).
• Familiarity with CVENT, Social Tables, Google Office, Microsoft Office Suite desired.
• Proficient data analysis and data visualization skills.
• Extensive experience in scientific program management.
• Advanced project management experience.
• Proven leadership and team management skills.
• Ability to handle many tasks simultaneously.
• Solid computer skills, especially in Word and Excel.
• Strong organization, documentation, and prioritization skills.
• Strong written and verbal communication skills.
• Excellent attention to detail.
• Ability to adapt to quickly changing schedules.
• Ability to work collaboratively with diverse teams and stakeholders.
• Excellent problem-solving and decision making abilities.

Travel

This is a remote-first position with occasional travel required (up to 20%). Travel will involve in-person meetings, event coordination, and attendance at conferences, meetings, training sessions, and strategy sessions at various locations, including APS offices in Hauppauge, NY, College Park, MD, and the Washington DC metro area. Additional travel may be required as directed by the supervisor.

Salary

The salary range for this position takes into account various factors influencing compensation decisions, such as skill sets, experience, training, and other business and organizational requirements. The salary listed within the specified ranges considers relevant experience. Our compensation philosophy at APS aims to maintain salaries at the midpoint of the market. As a result, we typically hire within the target starting range. Exceptional, rare cases may merit reviews above target starting range for specialized or niche skills aligned with strategic operational goals.

• Hiring Range: $106,992/year - $145,776/year (USD)
• Target Starting Range: $106,992/year - $119,028/year (USD)

Benefits

• Flexible schedules and ability to work remotely.
• 8% employer-paid retirement contribution.
• Investment advisement services: 100% employer paid.
• Medical benefits: PPO or HDHP option.
• Employer contribution to FSA or HSA account, eligibility based on medical plan enrollment.
• Lifestyle Spending benefit up to $1,500.00 (USD) - 100% employer paid.
• Vision benefits: individual and dependent coverage 100% employer paid.
• Basic Life & Accident insurance: employee coverage 100% employer paid.
• Supplemental Life & Accident insurance, including spouse & dependent child(ren) coverage.
• Disability insurance: employee coverage 100% employer paid.
• Voluntary Accident & Critical Illness insurance.
• Healthcare, Commuter & Dependent care flexible spending accounts.
• Vacation: 15 days annually.
• Generous holiday leave: 17 paid office closures; includes one week closure at the end of December.
• Personal leave: 4 days annually.
• Volunteer leave: 1 day annually.
• Sick leave: 10 days annually.
• Bereavement & Compassion leave: 2 -15 days based on loss.
• 12 weeks employer-paid family leave.
• College tuition reimbursement plan.
• Job related seminar & continuing education 100% employer paid.
• Professional Certification/Recertification 100% employer paid.
• Training and professional development; access to LinkedIn Learning on-demand courses.
• Employee Assistance Program.
• Mindfulness Meditation: live and on-demand classes.