What are the responsibilities and job description for the Publications Specialist position at AIAA?
AIAA is seeking a detail-oriented Publications Specialist to help coordinate the technical sessions that power AIAA's forums and sponsored conferences.
In this role, you will coordinate with authors, reviewers and technical program committees, to guide papers and presentations from abstract submission through conference delivery, helping ensure a seamless technical program experience.
Reporting to the Director, Technical Program, the Publications Specialist will support AIAA's Publishing & Education Division and plays an important part in bringing the aerospace community together to share new ideas and research.
What You'll Do:
- Coordinate with Technical Program Committees for assigned events, scheduling meetings and tracking action items.
- Support authors, reviewers, and volunteers using abstract submission and review systems.
- Help manage the call for papers, session topics, and program content for AIAA forums and conferences.
- Maintain accurate records in abstract management systems, including session grids and author information.
- Assist with submission tracking, acceptance notifications, and communications with authors and committees.
- Proofread and prepare materials for conference programs and promotional content.
- Work with IT and marketing teams to resolve technical or website issues related to submissions and event programs.
- Provide on-site support at select conferences.
What You'll Bring:
- Bachelor's degree in business, communications, or a related field, or equivalent combination of education and experience.
- At least 1-3 years of experience, ideally in database management, content management systems (e.g., ScholarOne, SharePoint), or event coordination.
- Strong organizational skills and ability to manage multiple deadlines.
- Excellent written and verbal communication skills.
- High attention to detail, including proofreading and content preparation.
- Collaborative mindset and strong customer service skills.
- Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams).
- Experience with ScholarOne Abstracts or similar systems is a plus.
- Some travel required (1-3 domestic trips per year).
Why Join AIAA?
At AIAA you'll work with a passionate team supporting the global aerospace community.
We offer:
- Comprehensive medical, dental, and vision coverage.
- Generous paid time off and holidays
- 403(b) retirement plan with up to 5% company match.
- Short and long-term disability coverage.
- Professional development and education benefits
- Hybrid work environment (two days in office, three remote).
About AIAA:
The American Institute of Aeronautics and Astronautics (AIAA) is the world's largest aerospace technical society, uniting nearly 30,000 members and 100 corporate members across 91 countries. AIAA drives innovation and collaboration in aviation, space, and defense by fostering connections between industry, academia, and government. To learn more, visit www.aiaa.org.
AIAA is proud to be an Equal Opportunity Employer. We welcome applicants of all backgrounds and ensure equal consideration regardless of race, color, religion, national origin, sex, age, sexual orientation, gender identity, disability, veteran status, or other protected characteristics.
Apply now and launch your next chapter with AIAA.
Pre-employment screening, including background checks and credential verification, may be required.
Salary : $60,000 - $75,000