Administrative, Clerical, Support, Customer Service and Support, Meetings/Expositions/Events
4 Year Degree
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 over 55,000 members, including physicists in academia, national laboratories, and industry in the United States and throughout the world. Society offices are located in College Park, MD (Headquarters), Ridge, NY, and Washington, D.C.
Administers and coordinates planning, scheduling and executing scientific program initiatives for all APS Scientific Meetings, including the March and April Meetings, and unit meetings. Facilitates the submission, review, and overall session building process with the Program Chairs and organizers. Monitors the online abstract workflow and facilitates the publication of abstracts in the Scientific Program. Provides mentoring and assists with training the Scientific Programs Coordinator. Serves as a liaison with the IT Department on the abstract management software system. Maintains the web interface changes with the communications department.
Specific roles and responsibilities of the position include, but are not limited to the following:
Collaborates with the Program Committee and internal staff to build scientific meetings plan, including scheduling, content, development, speaker and abstract submission review, and sorting.
Communicates with the March and April program chairs and unit leaders to provide instructions and support during the creation and completion of the scientific programs.
Facilitates the invited nomination and selection process with March and April program chairs.
Manages the distribution of reports, instructions and other necessary documentation for the March and April Meetings.
Generates and sends invitations to invited speakers
Maintains a list of approved registration waivers and/or travel assistance for accounting.
Coordinates the placement of prize talk winners with the Awards facilitator
Responsible for developing and administering the invited session grid.
Works closely with the Scientific Programs Coordinator to gather the content material from the March and April chairs, and unit officers for the production of the Bulletin (preamble and main text), online and print.
Provides the Scientific Programs Coordinator with information needed to maintain production schedules for the March, April, and all unit scientific meetings.
Education: BA/BS degree or equivalent work experience.
Experience, Knowledge, Skills and Abilities:
Two years association or honors experience preferred.
Familiarity with relational databases preferred (Salesforce and Nimble a plus).
Proficiency with all Microsoft Office Suite products, in particular Microsoft Word and Microsoft Excel.
Proficiency with Google Docs and other online shared document products.
Strong organization, documentation, and prioritization skills.
Strong written and verbal communication skills.
Excellent attention to detail.
Ability to adapt to quickly changing schedules.
Ability to work well with interdepartmental teams as well as independently.
To apply, send cover letter, resume, and a list of professional references to the attention of APS Human Resources via e-mail: firstname.lastname@example.org
APS is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status. EOE M/F/D/
About The American Physical Society
The American Physical Society (www.aps.org) is a non-profit 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 55,000 members, including physicists in academia, national laboratories and industry in the United States and throughout the world. Society offices are located in College Park, MD (Headquarters), Ridge, NY, and Washington, DC.