Head of Scientific Programs

This is a fully remote position, open to applicants in New York, +2 more states.

📋 Description

• Recruit, train, and oversee a high-performing team.

• Cultivate and mentor team members, promoting a collaborative and efficient work environment.

• Conduct performance assessments, mediate conflicts, and enforce disciplinary measures.

• Strategically organize scientific program production schedules to accommodate changes and additions, ensuring overall team workflow.

• Supervise the development and upkeep of online scientific programs, serving as a liaison to all APS departments.

• Manage all facets of the current abstract system, collaborating closely with Information Systems during abstract processing and scientific program development.

• Oversee the dispatch of author notifications and the coordination of published scientific programs.

• Supervise preparations for in-house or online abstract sorting.

• Manage the abstract help desk operations, guaranteeing prompt responses to all email and phone inquiries.

• Work alongside the Technical Manager of Scientific Programs to maintain and revise abstract user documentation, providing feedback to Abstract Management System vendors and APS IS staff to identify challenges and suggest system improvements.

• Collaborate with the Director of Meetings to ensure that abstract policies and procedures are up-to-date and followed by abstract authors.

• Oversee the compilation of the Program Committee Handbook and associated websites.

• Partner with the 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).

• Manage the administration of the electronic abstract submission process for meetings, including the creation of meetings and processing of abstracts.

• Oversee the planning and implementation of the volunteer abstract sorting process, author notifications, program updates for the website and mobile app, and the publication of the meeting on the APS website.

• Assist with the high volume of inquiries to the abs-help and phone lines from submitting authors, addressing a wide range of technical questions.

• Provide on-site leadership support as required during meetings.

• Undertake special projects and additional tasks to contribute to the success of the department.

⛳️ Requirements

• At least 8 years of progressive experience in program management, ideally within an international, nonprofit science-related organization.

• A minimum of 3 years of progressive management or supervisory experience.

• Proficiency in CRM, Salesforce, and project management tools (e.g., Asana).

• Familiarity with CVENT, Social Tables, Google Office, and Microsoft Office Suite is preferred.

• Strong data analysis and data visualization capabilities.

• Extensive background in scientific program management.

• Advanced project management expertise.

• Demonstrated leadership and team management abilities.

• Capability to manage multiple tasks simultaneously.

• Strong computer skills, particularly in Word and Excel.

• Excellent organizational, documentation, and prioritization skills.

• Strong written and verbal communication abilities.

• Exceptional attention to detail.

• Ability to adapt to rapidly changing schedules.

• Proven capacity to collaborate with diverse teams and stakeholders.

• Excellent problem-solving and decision-making skills.

🏝️ Benefits

• Flexible work schedules with remote work options.

• 8% employer-funded retirement contribution.

• 100% employer-paid investment advisory services.

• Medical benefits including PPO or HDHP options.

• Employer contributions to FSA or HSA accounts, based on medical plan enrollment eligibility.

• Lifestyle Spending benefit of up to $1,500.00 (USD), fully covered by the employer.

• Vision benefits with individual and dependent coverage at no cost to the employee.

• 100% employer-paid basic life and accident insurance for employees.

• Supplemental life and accident insurance available, including spouse and dependent child(ren) coverage.

• Employee coverage for disability insurance fully paid by the employer.

• Options for voluntary accident and critical illness insurance.

• Flexible spending accounts for healthcare, commuter, and dependent care.

• Vacation entitlement of 15 days per year.

• Generous holiday leave, including 17 paid office closures and a one-week closure at the end of December.

• Personal leave of 4 days annually.

• Volunteer leave of 1 day annually.

• Sick leave of 10 days each year.

• Bereavement and compassion leave ranging from 2 to 15 days based on the loss.

• 12 weeks of employer-paid family leave.

• College tuition reimbursement program.

• 100% employer-funded job-related seminars and continuing education.

• 100% employer-paid professional certification and recertification.

• Access to training and professional development, including LinkedIn Learning on-demand courses.

• Employee Assistance Program.

• Mindfulness meditation classes available live and on-demand.