Proceedings Coordinator

Join our team, sharing the latest scientific advances in light-based technologies from around the world, including biomedical optics, astronomy, lasers, solar, nanotechnology, and more! Make a difference by doing important work with a successful, international not-for-profit organization.

Full-time, 40 hours per week position available, with flexible work hours.

Description of duties

Coordinates the publication of conference proceedings content, including manuscripts and other digital media.
Works with conference chairs and authors to ensure timely, accurate publication, while maintaining appropriate editorial standards and style.
Maintains daily correspondence with authors, conference chairs, and other departments within SPIE to ensure that deadlines are met.

Education & Experience Requirements

Bachelor’s degree, or equivalent editorial or publishing project management experience.
Strong organization skills and strong oral and written communication skills.
Ability to manage multiple priorities with multiple, overlapping deadlines.
Strong facility with word processing, database, and spreadsheet software.
Experience with Smartsheet is preferred.

Compensation and Benefits package include:

· Competitive wages, annual discretionary bonus. Pay range depending on experience is $24.23 to $35.14 hr. This is a non-exempt position.

· Medical, dental & vision benefits provided (100% employer paid premium for the employee, 75% employer paid premium for the dependents).

· Defined retirement contribution: SPIE provides an automatic 5% contribution PLUS SPIE offers UP to 5% matching contributions and 25% vesting each year, 100% vested after 4 years.

· Paid Time Off plan begins at 31 days per year.

· Health savings accounts are partially funded by SPIE.

· Flexible spending accounts for dependent care and dental/vision expenses available.

· Employee life & disability insurance provided, dependent life insurance & Long-Term Care insurance available through payroll deduction.

· Many learning & development opportunities including tuition reimbursement & leadership development.

Location: Physical work location in Bellingham, WA. Applicants must be currently authorized to work in the United States on a full-time basis. The employer will not sponsor applicants for work visas.

Culture: At SPIE, we believe innovation thrives when people feel valued, supported, and empowered. We cultivate a culture of curiosity, collaboration, and continuous growth—where diverse perspectives are embraced, bold ideas are encouraged, and every voice matters.

To be considered for this position, applicants must submit both a current resume and a cover letter describing their qualifications and interest in the role. Applications that do not include both documents may not be considered. Apply online at www.spie.jobs

All materials must be received by 5 p.m. July 24, 2026.

SPIE is committed to creating a diverse environment and is proud to be an equal opportunity employer. SPIE provides equal employment opportunities to all qualified applicants without regard to race, sex, sexual orientation, gender identity, national origin, color, age, religion, protected veteran or disability status, or genetic information.

SPIE, the international society for optics and photonics

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Proceedings Coordinator