WHO WE ARE:

The American Physical Society (APS) is a nonprofit membership organization working to advance and diffuse the knowledge of physics through its outstanding research journals, scientific meetings, and education, outreach, advocacy, and international activities. APS represents more than 50,000 members, including physicists in academia, national laboratories, and industry in the United States and throughout the world.

POSITION SUMMARY:

The Program specialist - program strategy and operations provides vital administrative, logistical, and operational support across the department’s portfolio of programs, meetings, and cross-functional initiatives. Collaborate with the senior program manager - program strategy and operations to support member-facing programs and events, including conference logistics, scheduling, and departmental agendas. Design and implement training for operational systems, compile and track program evaluation metrics, coordinate logistics for national scientific meetings on behalf of the department, and process and track stipends, reimbursements, and expense documentation for academic events and conferences. This position will also provide some resource support to the staff liaisons to the APS Committee on Education (COE) and the Committee on Careers and Professional Development (CCPD), apply today!
This position is primarily remote, but the specialist is expected to perform duties in the College Park, MD or Washington, DC offices 2 - 4 days per month.
APS has a “remote first” concept that promotes equal treatment and equal access within the United States, independent of physical work location, with a majority of staff working primarily from remote work locations. APS values diversity and welcomes candidates from a variety of backgrounds. APS offers a dynamic work environment with an outstanding total compensation package, including salary, outstanding benefits, and excellent paid time off.

EDUCATION:

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Bachelor’s degree. Directly applicable experience may be considered in lieu of a degree.

EXPERIENCE, KNOWLEDGE, SKILLS, AND ABILITIES:

• Minimum of 2 years of professional relevant work experience.
• Experience in coordinating and managing on-site meetings, events, and conferences, including logistics and documentation.
• Demonstrated ability in developing budgets, estimates costs, allocating resources, and tracking time.
• Demonstrated ability to communicate professionally via email with external and internal stakeholders.
• Working knowledge of Microsoft office suite (Word/Excel), Zoom video conferencing, and Google Suite products.
• Experience with project management systems preferred (e.g. Asana).
• Consistently completes responsibilities on time and generates quality deliverables.
• Understands and applies project management principles.
• Customer service orientation.
• Adapts well to change.

• Provide administrative and logistical support for meetings and gatherings, such as preparing and distributing agendas and other meeting materials, reserving and preparing facilities, and recording and transcribing meeting minutes.
• Monitor progress on specific projects to ensure that deadlines are met and deliverables are generated, under supervision.
• Processes invoices and tracks expenses associated with specific programs, as directed.
• Manages webpage content associated with specific programs, as directed.
• Serve as point of contact and/or monitor email communications associated with specific programs, as directed.
• Participate as a member in program design teams, as appropriate.
• Assist in development of statements of work (SOWs) by gathering relevant information and consulting appropriate partners/stakeholders.
• Provide information relevant to the development of budgets and staff time estimates.
• Participate as a team member in planning and executing programs and evaluating program effectiveness.
• Participate in cross-departmental work in a consulted capacity, as needed.