Conference Coordinator
Wisconsin Psychiatric Association Inc, Milwaukee, WI, United States
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 Responsibilities
Serve 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 Committee
Design the online submission form for the collection of proposals and abstracts
Prepare instructions for online submissions
Process, sort, and assign all submissions for review by the program committee
Prepare confirmations for all submissions
Provide online access to program committee members to review all submissions
Notify presenters of acceptance, rejection, or modification needed
Notify presenters of the date and time of their presentation at the World Conference
Manage the poster session and poster area onsite at the conference
Coordinate the development of the conference program (both printed and digital) as well as the conference abstract book
Serve 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 exhibitors
Recruit sponsors and exhibitors that extend beyond the committee’s responsibilities
Oversee sponsor and exhibitor contracts to ensure fulfillment
Ensure all sponsors and exhibitors have been invoiced and have paid as agreed upon
In cooperation with the Senior Manager, prepare a floor plan layout with the exhibitor supplier
Oversee the preparation of an exhibitor manual
Serve 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 registration
Coordinate with SER membership and conference registration to resolve any membership related issues regarding registration and ensure integration of the systems
Track weekly registration counts and enter into the conference tracking spreadsheet
Support 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 content
Setting up various conference‑related contracts
Research service provider options in the country of the World Conference
Scouting subsequent conference locations
North 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 America
Support the Membership, Marketing, and Communications team by advising on regional conference information for internal alignment and marketing
Additional Responsibilities
Participate substantially in staff meetings and one‑on‑one check‑ins with the Senior Manager, as well as quarterly board meetings
Collaborate with SER team on projects as needed
Develop and present appropriate reports for leadership and track program metrics of success
Essential qualifications, relevant experience, and skills:
Bachelor’s degree in hospitality, event planning, program management, or a scientific field related to ecological restoration
Experience with call‑for‑papers/abstract systems and speaker management workflows for conferences
Ability to work logically and efficiently in a fast‑paced and growing organization
Excellent attention to detail, problem‑solving, accuracy, confidentiality
Strong interpersonal and communication skills with responsiveness at the forefront
Excellent customer service experience
Capacity to work well with competing priorities and tight deadlines that require a high degree of independent action with minimal supervision
Ability to travel internationally without restrictions
Preferred qualifications, relevant experience, and skills:
Familiarity with association management software
Working knowledge of registration and abstract collection systems such as OxfordAbstracts, Events Air, Eventbase, etc.
Multilingual abilities (any language) or experience supporting international events or projects
Marketing and communications experience an asset
Compensation, Benefits, and Work Environment
Salary 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 before
SER 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.
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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 Responsibilities
Serve 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 Committee
Design the online submission form for the collection of proposals and abstracts
Prepare instructions for online submissions
Process, sort, and assign all submissions for review by the program committee
Prepare confirmations for all submissions
Provide online access to program committee members to review all submissions
Notify presenters of acceptance, rejection, or modification needed
Notify presenters of the date and time of their presentation at the World Conference
Manage the poster session and poster area onsite at the conference
Coordinate the development of the conference program (both printed and digital) as well as the conference abstract book
Serve 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 exhibitors
Recruit sponsors and exhibitors that extend beyond the committee’s responsibilities
Oversee sponsor and exhibitor contracts to ensure fulfillment
Ensure all sponsors and exhibitors have been invoiced and have paid as agreed upon
In cooperation with the Senior Manager, prepare a floor plan layout with the exhibitor supplier
Oversee the preparation of an exhibitor manual
Serve 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 registration
Coordinate with SER membership and conference registration to resolve any membership related issues regarding registration and ensure integration of the systems
Track weekly registration counts and enter into the conference tracking spreadsheet
Support 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 content
Setting up various conference‑related contracts
Research service provider options in the country of the World Conference
Scouting subsequent conference locations
North 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 America
Support the Membership, Marketing, and Communications team by advising on regional conference information for internal alignment and marketing
Additional Responsibilities
Participate substantially in staff meetings and one‑on‑one check‑ins with the Senior Manager, as well as quarterly board meetings
Collaborate with SER team on projects as needed
Develop and present appropriate reports for leadership and track program metrics of success
Essential qualifications, relevant experience, and skills:
Bachelor’s degree in hospitality, event planning, program management, or a scientific field related to ecological restoration
Experience with call‑for‑papers/abstract systems and speaker management workflows for conferences
Ability to work logically and efficiently in a fast‑paced and growing organization
Excellent attention to detail, problem‑solving, accuracy, confidentiality
Strong interpersonal and communication skills with responsiveness at the forefront
Excellent customer service experience
Capacity to work well with competing priorities and tight deadlines that require a high degree of independent action with minimal supervision
Ability to travel internationally without restrictions
Preferred qualifications, relevant experience, and skills:
Familiarity with association management software
Working knowledge of registration and abstract collection systems such as OxfordAbstracts, Events Air, Eventbase, etc.
Multilingual abilities (any language) or experience supporting international events or projects
Marketing and communications experience an asset
Compensation, Benefits, and Work Environment
Salary 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 before
SER 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.
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