Career Center

Association Management Center seeks an Operations Manager to join our team. This position will support our client, Psychonomic Society, (PS). The Psychonomic Society is a community of over 5,600 cognitive and experimental psychologists from more than 60 countries around the world.

The Operations Manager will work closely with the external executive director, board members, volunteers and staff to provide leadership and support within the areas of abstract management, board and committee governance, project development, and financial and operational management.

This role is hybrid, working onsite one day per week. 

Responsibilities

Abstract Management

• Partner with key stakeholders to develop the program schedule and manage abstract management, selection, and notifications.
• Review and test the operation of the selected abstract submission portal and train other users, as required.
• Develop comprehensive project timelines for all abstract management activities and manage project plans to meet deadlines and ensure successful execution.
• Provide support and ongoing communication to submitters regarding current status and any next steps. Address any scheduling issues, corrections to submissions, and withdrawn submissions.
• Prepare symposia submissions to be reviewed for selection by the Program Committee and create reports for staff and committees as needed.
• Lead Awards process.
• Manage relationship with abstract management system vendor. Evaluate current system and identify needs for improvements. Manage RFP process, reviewing proposals and making recommendations to the executive director.
• Measure and evaluate project performance.

Operations and Financial Management

• Support the executive director in organizing and managing organizations’ budgeting and financial reporting processes including identification of variances, and presentation of key financial metrics to the Finance Committee and Board.
• Review monthly financial statements ensuring account coding is correct. Process invoices weekly through the Accounts Payable system.
• Oversee editor stipends.
• Maintain effective procedures and up-to-date policy materials, ensuring adherence and recommending revisions as needed to increase consistency and compliance within organization.
• In collaboration with the executive director, oversee preparations for board meetings including material preparations. Ensure minutes are drafted and approved, post-meeting evaluations are coordinated and action steps following each meeting are assigned to the appropriate staff members. Coordinate logistics for board members to attend.
• Provide volunteer management to select committees. Responsibilities include drafting agendas, minutes, notes and reports; coordination of meeting and conference calls; and managing related tasks and activities.
• Provide oversight, integration and coordination of operations. Interact with designated representatives from key internal business units (e.g., information systems, general processing center, member services/call center, meeting planning, finance) to ensure organizations’ staff, members and customers are experiencing quality and timely service and support.
• Process annual insurance renewals and ensure appropriate coverage and that the policies are up to date.
• Develop and maintain expertise on all electronic applications used by the organization (abstract management system, website content management system, survey tools, Association Management Software, databases, email platform, etc.) Advise volunteers and team members on their use, as appropriate.
• Produce analytics, metrics and evaluations as needed. Work with senior leadership to organize resource requirements, timelines, and milestones for various phases. Update and maintain databases and spreadsheets for projects.
• Perform other duties as assigned.

Experience and Skills

• Bachelor’s degree in a related field. Master’s degree a plus.
• 3+ years related experience in operations management, program management, association management or nonprofit sector (scientific community a plus).
• Experience with abstract management systems is preferred.
• Management skills: problem solving, decision making, time management, organization, interpersonal communication.
• Ability to multitask and perform in a cross-functional work environment.
• Professionalism: good judgment, ability to engage with all levels of staff and volunteers, appropriate demeanor and appearance, confidence.
• Experience with project management processes including the ability to multi-task and manage multiple priorities simultaneously meeting established deadlines.
• Experience providing staff support to a volunteer, professional Boards, and/or committees.
• Highly organized, detailed, self-starting individual who excels in a dynamic, fast-paced environment.
• Excellent written and oral communication skills.
• Highly proficient in Microsoft Office Suite applications including Excel, survey tools, and database management.
• Ability to travel out of state and/ or internationally, approximately 3-5 times per year.

Association Management Center is an equal opportunity employer. We are committed to building a diverse team in which all employees are welcomed, valued and respected for their individual strengths, perspectives, and contributions.

Disclaimer The statements herein are intended to describe the general nature and level of work being performed by the employee in this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of a person in this position.