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 and 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 submission 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

Requirements

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 Oxford Abstracts, 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 benefits 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

How to Apply

Send resume and cover letter to: humanresources@ser.org

This position is open until filled with preference for applications received by 8 May 2026.

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.