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Technical Programs Manager

The Geological Society Of America
Boulder, Colorado
$56,270 - $85,000
Closing date
Feb 16, 2023

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Focus Areas
Associations / Union
Job Function
Event Planning
Position Type
Full Time
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The Geological Society of America seeks to hire a Technical Program Manager

The Geological Society of America is looking for a Technical Program Manager to join our Team!

About Us
The Geological Society of America (GSA) ( unites a diverse community of geoscientists with a common purpose to study the mysteries of our planet (and beyond) and share scientific findings. Members and friends around the world, from academia, government, and industry, participate in GSA meetings, publications, and programs at all career levels, to foster professional excellence. GSA values and supports inclusion through cooperative research, public dialogue on earth issues, science education, and the application of geoscience in the service of humankind. 

GSA is an Equal Opportunity Employer and GSA is committed to creating and maintaining a workplace in which all employees have an opportunity to participate and contribute to the success of the business organization and are valued for their skills, experience, and unique perspectives. This commitment is embodied in our organizational policies, and the way we do business at GSA, and is an important principle of sound business management. Please see GSA’s Commitment to Diversity.

The Job

The Technical Program Manager is a highly visible role which demands extensive customer service skills, computer skills, and a high level of professionalism and willingness to handle all scheduling and administrative details for the technical programs for GSA’s meetings. This position is also responsible for overseeing the meeting management process of GSA’s six-section meetings and managing the audio-visual vendor for the GSA Annual Meeting.  

This position works closely with volunteers, including the GSA Annual Program Committee (APC), the GSA Connects Technical Program Chair (TPC), the Annual Meeting Joint Technical Program Committee (JTPC), and GSA Section Secretaries and Meeting Organizing Committees.  

This position currently has one direct report: Abstracts Coordinator.

Essential functions but not limited to:
•    Managing the relationship with abstracts database vendor, including:
o    Create a meeting form for each meeting collecting abstracts;
o    The collection, management, and distribution of information presented at GSA’s meetings; 
o    Maintaining communication with assigned project managers to assure proper functionality and updates of database systems and reports; 
o    Manage submitted content and work with volunteers to review content;
o    Assure and create the output of program information for use in printed, online, and mobile app format for attendee use; 
o    Communicate with presenters regarding submission, acceptance, and also post-meeting communication to provide information on uploading presentations to the abstracts database;
o    Maintaining payment schedule for abstracts database vendor throughout the year;
o    Maintaining contracts for services with abstracts database vendor.
•    Work constantly with Web Master to be sure online content is correct and up to date.
•    Work closely with an outside contractor to prepare program book pages for printing.
•    Manage printing vendors for meeting programs.  This includes sending requests for proposals (RFPs) to at least three vendors for each meeting, reviewing references, working with printer and internal staff to create a schedule for printing, assuring proper content for program books is obtained, edited, produced, and sent to printer, and assuring proper delivery of printed programs at onsite facilities for meetings.
•    Send authorship information from all meetings on to AGI for publication in GeoRef, and also to Publications for posting of DOI information.
•    Serve as Liaison to the Joint Technical Program Committee (JTPC) and work with the GSA Governance and Awards Coordinator to compile the JTPC members in iMIS.
•    Actively work with the Annual Program Committee (APC) in the review of GSA meetings and attend committee meetings.
•    Provide guidance, structure, and support for JTPC and APC functions, policies, and agendas.
•    Assure proper marketing and communication of technical program/abstract submission process for all GSA meetings to GSA members and non-members through GSA Today, GSA Connection e-newsletter, targeted e-mail campaigns, and website content.

Annual Meeting:
•    Coordinate timely communication with all technical program participants, which include Technical Program Chair, Joint Technical Program Committee, Session Chairs, and Presenters, regarding instructions, schedules, deadlines
•    Prepare, maintain, and update the online procedure manual for the JTPC, and Session Chairs which includes a summary of charge and responsibilities information.
•    Monitor the content of the technical program, and as much as possible, affirm it represents GSA’s Mission and Vision.
•    Manage abstracts submissions and ensure rules and regulations are followed.
•    Work closely with Pardee Keynote session chairs for budgeting and planning of sessions.
•    Manage audio-visual vendor contracts, including sending out requests for proposals to at least three audio-visual companies when current contracts are expired. 
•    Also manage contracts for captioning vendor.
•    Manage logistics for technical session room set-up, including coordination with audio visual vendor, facility, and internal Meetings staff to assure compliance with fire codes and accessibility. This includes obtaining proper room diagrams and assuring proper set-up onsite.
•    Oversee and confirm details of the Speaker Ready Room, including presentation software vendor and logistics for room set.
•    In conjunction with the Marketing and Communications Department, create the online post-meeting survey and review feedback from attendees for possible trends, or new ideas for future use.
•    Code, and approved for payment, incoming invoices from the GSA Connects meeting.

Section Meetings: 
•    Oversees the meeting management process of GSA’s six-section meetings.  This includes:
o    Maintaining the 5-year calendar for future Section Meeting locations by working with Section Secretaries, Section Meeting Chairs, and 3rd party hotel contracting vendors;
o    Serve as liaison between 3rd party hotel contracting vendor, Section Secretaries, and Section Meeting Chairs, for selection of meeting venue/sleeping rooms, preparation, and approval of venue/sleeping room contracts;
o    Assigning meeting coordinators to manage meeting logistical details for specific section meetings;
o    Working in conjunction with other meeting department staff to plan details of Section Meetings and assure deadlines are being met; 
o    Working with Section Meeting Chairs to assist with budgeting and training questions;
o    Double-check account codes used for registration.
o    Billing Sections for GSA services post-meeting.
•    Organize and run an informational meeting for future section meeting organizing committees during the GSA Annual Meeting to provide any needed assistance with the planning of their meeting. 
•    Maintain and update the web-based section meeting manual for section committees, which includes collecting and updating appropriate statistics from previous meetings.

Other Responsibilities:
•    Remain current on meeting planning profession and related industry developments and changes.
•    Assists with the training of new department staff.
•    Maintains Website changes and development for Department.
•    Assists in the analysis, preparation, and management of GSA Connects budget and develops and manages other meeting budgets as assigned,
•    Assists in planning various aspects of GSA Connects and other meetings as directed.
•    Works with volunteers and responds to inquiries in a timely manner.
•    Establishes updates and meets project schedules.
•    Prepares final reports and statistics.
•    Other duties as assigned.

Knowledge, Skill, and Ability:
•    Associate or Bachelor’s degree preferred.
•    Five plus years of professional meeting experience (nonprofit or association experience preferred).
•    Strong computer skills including Microsoft Office and Google products; knowledge of iMIS a plus.
•    Ability to multi-task, balance several projects, organize and set own work priorities with proven ability to follow through on details and work in progress.
•    Ability to make independent decisions and use sound judgment; ability to establish, track and meet deadlines.
•    Ability to communicate with scientists and other professionals in a business environment.
•    Excellent written and verbal communication skills. 
•    Ability to work independently to complete repetitive clerical tasks. 
•    Ability to perform well in a time-pressured environment with many interruptions.
•    Professional behavior and appearance are required.
•    Tactful, discreet, sound personal and business ethics.
•    Great team member: willing to roll up your sleeves and pitch in to help your colleagues when needed.

An ideal candidate will have an Associate’s or bachelor's preferred with a minimum of five years of professional meeting experience (Nonprofit or association experience preferred).

The position is full-time.  GSA Headquarters is located in Boulder, Colorado. For the right candidate, this position may be conducted remotely. The salary range is $56,290 -  $84,400 based on experience. GSA provides excellent benefits, including medical, dental, PTO, life insurance, retirement, and opportunities for professional development.

If you are interested in this position, please go to GSA Career Center to apply, review the complete job description and submit a resume along detailed cover letter regarding your fit and experience for this position. This position will be reviewed on an ongoing basis and interested applicants are strongly encouraged to apply immediately. The deadline for submission is Monday, February 13, 2023, at 5:00 pm.

GSA is committed to creating and maintaining a workplace in which all employees have an opportunity to participate and contribute to the success of the business and are valued for their skills, experience, and unique perspectives. This commitment is embodied in Organization policy and the way we do business at GSA and is an important principle of sound business management.

Equal Opportunity Employer: minority/female/disability/veteran.

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