OSR Program Coordinator

OSR Program Coordinator

The American Academy of Ophthalmology (AAO) is the world's largest association of eye physicians and surgeons, dedicated to advancing the lifelong learning and professional interests of the ophthalmic community. Through education, advocacy, innovation, and collaboration, the Academy supports ophthalmologists in delivering the highest quality eye care worldwide.

Within the Academy, the Ophthalmic Society & Global Relations (OSGR) division plays a vital role in strengthening relationships with state, subspecialty, and specialized-interest ophthalmic societies. By fostering collaboration and supporting professional development, OSGR helps advance the Academy's mission while maintaining unity across the profession.

Position Summary

The OSR Program Coordinator serves as a key operational and administrative partner to the Ophthalmic Society & Global Relations team. This role coordinates communications, meetings, programs, and data management efforts that support the Academy's relationships with more than 80 allied ophthalmic societies and physician leaders nationwide. The Program Coordinator ensures the successful execution of meetings and events, maintains critical databases and reporting systems, supports member engagement initiatives, and provides exceptional service to internal and external stakeholders. This position is ideal for a highly organized professional who enjoys managing multiple priorities, building relationships, and contributing to meaningful programs that support the ophthalmic community.

Role and Responsibilities

1. Society Relations, Database Management & Communications

• Maintain highly accurate databases and records related to ophthalmic society leaders, Academy councilors, members, program participants, and volunteers.
• Generate timely and accurate reports supporting departmental programs, meetings, events, and leadership activities.
• Respond to inquiries from ophthalmic societies, Academy leaders, members, vendors, and staff via phone and email.
• Communicate leadership and organizational changes among allied societies to key Academy stakeholders.
• Support ongoing collaboration between the Academy and allied ophthalmic societies through effective communication and information sharing.
• Maintain confidential information while ensuring data integrity and reporting accuracy.

2. Meeting & Event Coordination

• Coordinate registration, logistics, and attendee communications for meetings, sessions, and events organized by the Society Relations and Council functions of OSGR.
• Create and manage meeting records within the Academy's association management system to ensure a seamless registration experience.
• Develop and distribute meeting materials, attendee documentation, and event communications.
• Produce attendee reports and coordinate badge production.
• Manage onsite registration operations, meeting room setup, and event logistics.
• Coordinate temporary event staff and ensure excellent attendee support during meetings.
• Facilitate shipment and distribution of meeting materials to event venues.
• Process and review vendor invoices and maintain post-event documentation and historical records.
• Assist with event-related social media communications and promotional efforts.

3. Program Administration & Member Engagement

• Support the development and implementation of resources, materials, and programs that strengthen ophthalmic societies.
• Assist with the administration of the Advocacy Ambassador Program and Ambassador Mentor Program.
• Serve as a resource for physician leaders, society staff, Academy members, and internal stakeholders seeking information about OSGR programs and services.
• Coordinate communications regarding Academy programs, leadership opportunities, and organizational resources.
• Contribute to initiatives that enhance member engagement and strengthen professional relationships across the ophthalmic community.

4. Financial Administration & Vendor Management

• Administer travel reimbursement processes for sponsored program participants and meeting attendees.
• Ensure reimbursement requests comply with Academy policies and financial procedures.
• Collaborate with Finance to resolve reimbursement issues and maintain accurate records.
• Negotiate and coordinate services with hotels, venues, restaurants, and other vendors to support meetings and events.
• Monitor event-related expenses and support cost-effective program execution.

5. Cross-Functional Collaboration & Operational Support

• Partner with colleagues across departments including Information Technology, Finance, Marketing, and Creative Services to support program success.
• Identify workflow improvements and assist in developing efficient operational processes.
• Troubleshoot registration, database, and event-related issues in partnership with internal teams.
• Support department projects and priorities while ensuring deadlines and service standards are met.
• Represent the Academy professionally in interactions with physician leaders, society executives, members, vendors, and the public.

Qualifications, Skills, and Education Requirements

Required Qualifications

• Minimum of two years of administrative, program coordination, or related professional experience.
• Strong proficiency with Microsoft Office Suite, Word, Excel, and PowerPoint.
• Experience coordinating meetings, events, or conferences, including onsite event support.
• Excellent written and verbal communication skills with strong attention to detail.
• Demonstrated ability to manage multiple projects, prioritize effectively, and meet deadlines with minimal supervision.

Preferred Qualifications

• Experience in association management, nonprofit organizations, membership organizations, or chapter relations.
• Experience working with volunteers, volunteer leaders, boards, or committees.
• Familiarity with customer relationship management (CRM) or association management systems.
• Experience supporting social media communications and promotional activities.

Knowledge, Skills, and Abilities

• Exceptional customer service orientation and relationship-building skills.
• Strong organizational, analytical, and problem-solving abilities.
• Ability to handle sensitive and confidential information with discretion.
• Ability to work collaboratively in a team-oriented environment while exercising independent judgment.
• Strong proofreading, editing, and business writing skills.
• Ability to negotiate effectively with vendors and external partners.

Additional Information

• Travel is required for the Academy's Annual Meeting, Mid-Year Forum, and other meetings as needed (approximately 2–3 trips annually).
• This position follows a hybrid work schedule and is eligible for up to two remote workdays per week with manager approval.
• Current COVID vaccination may be required in accordance with Academy policy.

Salary: $83,404

Salary listed reflects compensation for San Francisco–based hybrid employees. Compensation may vary based on geographic location, experience, and internal equity considerations.