Conference Coordinator

About SER: The Society for Ecological Restoration is a 501(c)3 non-profit organization with more than 5,000 members in 130+ countries. The society consists of 16 regional chapters, 3 thematic sections, and more than 35 student associations. The Society's mission is to advance the science, practice, and policy of ecological restoration to sustain biodiversity, improve resilience in a changing climate, and re-establish an ecologically healthy relationship between nature and culture.Position Overview: Reporting to the Senior Manager of Conferences and Events, the Conference Coordinator will oversee all aspects of conference programming, sponsorship, exhibitor sales, and presenter communications in cooperation with the conference organizing committee and SER senior management. This position will be part of the conference team and responsible for ensuring the highest level of professionalism in conference delivery.The role is a mid-level position that will work in tandem with other team members to ensure high-quality conferences for SER members and non-member conference delegates. SER currently oversees a biennial World Conference as well as advises on multiple chapter, regional, and continental conferences on an annual basis.Previous conference programming planning experience will be an asset in this position. The applicant should have broad knowledge of scientific conferences, international events, and a basic understanding of world cultures. Knowledge of abstract, registration, and association-management systems would be beneficial.SER is a remote-work organization with colleagues located around the globe. The Conference Program Coordinator position is full-time with a flexible Monday – Friday schedule to be agreed upon between the Coordinator and the Senior Manager of Events and Conference Services. Anticipate occasional to frequent flexibility and non-standard hours for collaboration with our international membership, staff, and board. The ability to travel internationally on occasion is a requirement of the position.Primary ResponsibilitiesServe as the program development lead for all World Conferences (50% in conference years, 30% in non-conference years) Serve as the staff contact for the Program CommitteeDesign the online submission form for the collection of proposals and abstractsPrepare instructions for online submissionsProcess, sort, and assign all submissions for review by the program committeePrepare confirmations for all submissionsProvide online access to program committee members to review all submissionsNotify presenters of acceptance, rejection, or modification neededNotify presenters of the date and time of their presentation at the World ConferenceManage the poster session and poster area onsite at the conferenceCoordinate the development of the conference program (both printed and digital) as well as the conference abstract bookServe as the staff contact on the World Conference sponsorship and fundraising committee (15% in conference years, 25% in non-conference years) Ensure committee members are doing monthly outreach to potential sponsors and exhibitorsRecruit sponsors and exhibitors that extend beyond the committee's responsibilitiesOversee sponsor and exhibitor contracts to ensure fulfillmentEnsure all sponsors and exhibitors have been invoiced and have paid as agreed uponIn cooperation with the Senior Manager, prepare a floor plan layout with the exhibitor supplierOversee the preparation of an exhibitor manualServe as the primary point of contact between registration and the conference team (10% in conference years, 0% in non-conference years) Answer registration related questions and forward as appropriate to our fiscal partner overseeing registrationCoordinate with SER membership and conference registration to resolve any membership related issues regarding registration and ensure integration of the systemsTrack weekly registration counts and enter into the conference tracking spreadsheetSupport the Senior Manager in World Conference planning tasks, as needed (10% in conference years, 20% in non-conference years) Including supporting the development of World Conference website contentSetting up various conference-related contractsResearch service provider options in the country of the World ConferenceScouting subsequent conference locationsNorth American Continental Conference (NACC) and Regional Conference Responsibilities (15% in conference years, 25% in non-conference years) Assist the Senior Manager with oversight, management, marketing, and fundraising for the bi-annual North American Conference (NAC)Advise on programmatic content when requested from chapter conferences, including continental conferences outside of North AmericaSupport the Membership, Marketing, and Communications team by advising on regional conference information for internal alignment and marketingAdditional ResponsibilitiesParticipate substantially in staff meetings and one-on-one check-ins with the Senior Manager, as well as quarterly board meetingsCollaborate with SER team on projects as neededDevelop and present appropriate reports for leadership and track program metrics of successEssential qualifications, relevant experience, and skills:Bachelor's degree in hospitality, event planning, program management, or a scientific field related to ecological restorationExperience with call-for-papers/abstract systems and speaker management workflows for conferencesAbility to work logically and efficiently in a fast-paced and growing organizationExcellent attention to detail, problem-solving, accuracy, confidentialityStrong interpersonal and communication skills with responsiveness at the forefrontExcellent customer service experienceCapacity to work well with competing priorities and tight deadlines that require a high degree of independent action with minimal supervisionAbility to travel internationally without restrictionsPreferred qualifications, relevant experience, and skills:Familiarity with association management softwareWorking knowledge of registration and abstract collection systems such as OxfordAbstracts, Events Air, Eventbase, etc.Multilingual abilities (any language) or experience supporting international events or projectsMarketing and communications experience an assetCompensation, Benefits, and Work EnvironmentSalary range: $55,000 – $70,000 USD based on Washington, DC market rates. (Final compensation is adjusted for experience and location) SER offers a competitive benefit package including vacation, retirement, healthcare, and sick leave. Engaging, high-impact work for a mission-driven organization. Benefits may vary depending on the country of residence.SER has a small and dynamic staff where everyone is encouraged to participate, add value, grow and develop their programs, and contribute substantially towards meeting our mission. Our membership and scope of work is global and mission driven.Preferred start timing: 1 July 2026 or beforeSER is an equal opportunity employer and values diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.J-18808-Ljbffr