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Program Manager, Conference Program

NAFSA: Association of International Educators
Washington D.C.
Salary range minimum: $55,000 annually
Closing date
Dec 19, 2023

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Program Development, Other
Position Type
Program Manager
Employment Type
Organization Type

Job Details

Together with the Senior Director, Conference Program and the Deputy Executive Director, Knowledge Development, the Program Manager, Conference Program works on developing, managing, and evaluating the content of NAFSA’s annual conference, which brings together over 8,000 educators and service providers in the field of international education. 


The Program Manager works with a high degree of independence on managing specific tasks for the conference program, and works closely with the member conference planning committee, the conference department staff, and other NAFSA staff who help plan the annual conference. Attention to detail, maintenance of the conference database, and ability to communicate timelines effectively are critical for this position.


Major Functions and Responsibilities


Conference Speaker and Program Management (35%)

  • Manage the online call for proposals and proposal submission process
  • Coordinate the review of session proposals and manage the pool of peer reviewers
  • Maintain an accurate proposal and presenter database
  • Manage presenter communications, including notifications, preparation, and policy
  • Assist Senior Director to develop the conference program schedule
  • Serve as staff partner in managing selection and organization of poster fairs held at the Annual Conference
  • Manage the on-site and virtual poster fairs at the annual conference 


Volunteer Engagement and Customer Service (30%)

  • Together with the Senior Director, serve as a staff partner to the Annual Conference Committee (ACC), ensuring a productive, and meaningful professional development experience
  • Work with Local Arrangements Team to work on on-site session and poster fair support
  • Monitor speaker and conference program inboxes, answering inquiries with accurate, helpful information
  • Serve as staff point of contact for inquiries regarding the conference online proposal system, online program planner, and conference app


Conference Program Technology (30%)

  • Collaborate on execution of conference program technology in support of conference planning
  • Manage session and poster set up in conference database, testing, and troubleshooting
  • Assist Senior Director to develop tools to help reviewers navigate the online proposal review process
  • Provide input on functionalities, communication strategy and timelines for implementation of conference app
  • Export proposal information and create necessary reports
  • Input new events and speaker information into the program database system, with strong attention to detail and accuracy
  • As needed, provide guidance to colleagues on conference program technology and virtual engagement tools for other activities
  • Create and maintain online content for conference web pages using NAFSA’s content management system, ensuring that all information is accurate and up-to-date
  • Assist Senior Director to analyze conference evaluation data


Performs other duties as assigned in support of NAFSA’s conference program and strategic objectives (5%)


Required Qualifications:

  • Bachelor’s degree or equivalent combination of education and experience
  • Minimum two (2) years of experience in support/administrative work, with some applicable exposure to or direct experience with conference planning or program management preferred
  • A track record of excellent customer relations support 
  • Ability to master various technology, web, and data management systems
  • Demonstrated ability to appropriately prioritize, manage, and complete multiple projects and assignments while meeting competing deadlines
  • Ability to manage complex data with high accuracy
  • Ability to effectively collaborate with internal and external stakeholders in a fast-paced environment
  • Strong communication skills, both oral and written, including web-based applications and presentation delivery 
  • Exceptional organizational skills and attention to detail 
  • Proficiency with Microsoft Office suite products, with emphasis on Excel/spreadsheet applications


Desired Qualifications:

  • Experience with databases and/or association management software, as well as various web or cloud-based conferencing platforms 
  • Experience in volunteer engagement and/or international education
  • Experience managing content and speakers for conferences or large meetings
  • Familiarity with Cadmium or similar conference management software 
  • International travel or education experience


NAFSA: Association of International Educators is an organization of people dedicated to building a global community and fostering a more peaceful world through advancing international higher education. With more than 10,000 members, NAFSA is the world’s largest professional development and advocacy organization committed to international learning and creating a more globally engaged, welcoming, and educated United States. We are an organization of individuals who believe that: international education advances learning and scholarship; strengthens America’s diplomatic ties with countries across the globe and is an integral part of national security; and is essential for developing globally competent individuals. We believe that international education lies at the core of an interconnected world characterized by peace, security, and well-being for all. NAFSA is a workplace that not only appreciates diversity but believes it is our strength, and we strive to create an inclusive culture for all our team members. NAFSA is proud to be an Equal Opportunity Employer.

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