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 Scientific Programs Specialist supports the planning and executing of the American Physical Society's (APS) scientific meetings. This position provides administrative and program support, ensuring an efficient experience for organizers, speakers, and attendees. Responsibilities include managing the abstract submission process, coordinating invites and program content, and overseeing the sorting and publication of scientific abstracts.

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.

Responsibilities:
Administrative Support and Program Assistance:
Program Assistant:

• Collaborate with program organizers and chairs to develop, implement, and publish the online program bulletin for scientific meetings.
• Process and ensure accuracy of author abstract data for the programs.
• Manage uploads, transfers, and organization of scientific sessions.
• Oversee the receipt and processing of contributed and invited abstracts.

Communication:

• Respond to inquiries from attendees, speakers, and program organizers via email or phone.

Data Management:

• Coordinate and administer the abstract sorting process for various meetings.
• Prepare abstracts and manage distribution of reports, instructions, and sorting documentation.

Logistics:

• Organize shipment of materials for all meetings (March, April, and unit meetings).
• Establish and implement production schedules for scientific meetings.

Other Duties:

• Perform additional tasks as assigned, such as facilitating website changes and interdepartmental communication.

Education:

• Associate degree required. In lieu of a Associate's degree two years of equivalent work experience may be accepted.

Experience, Knowledge, Skills, and Abilities:

• Minimum two years of relevant professional experience, showcasing data entry skills.
• Prior experience in a scientific non-for-profit environment, preferred.
• Proficient in abstract systems.
• Demonstrates excellent interpersonal and organizational skills.
• Skilled in proofreading and editing.
• Writes clearly and concisely for diverse audiences.
• Possesses strong customer service experience.
• Exhibits exceptional organization, documentation, and prioritization abilities.
• Collaborates proficiently in interdepartmental teams and autonomously.
• Capable of synthesizing and summarizing information from various perspectives.
• Maintains professional fast-paced, teamwork-driven environments.
• Displays strong time and project-management skills, adept at meeting deadlines and prioritizing tasks.
• Works well independently and collaboratively, managing multiple priorities.
• Proficient in Microsoft Office, Google Workspace (google sheets, google docs, etc.), Excel, Salesforce/Nimble AMS database management, Planstone (preferred) and project tracking tools such as Asana.
• Demonstrates excellent attention to detail.
• Adapts easily to rapidly changing schedules.

Travel:
The position requires up to 10% travel to relevant events and stakeholder sites, as well as, to APS offices in Long Island NY, College Park, MD, and Washington, DC, in addition to other locations and offsite venues for occasional meetings, training sessions, and strategy discussions, as directed by supervisor.

Salary:
The salary range for this position takes into account various factors influencing compensation decisions, such as skill sets, experience, training, and other business and organizational requirements. The salary listed within the specified ranges considers relevant experience. Our compensation philosophy at APS aims to maintain salaries at the midpoint of the market. As a result, we typically hire within the target starting range. Exceptional, rare cases may merit reviews above target starting range for specialized or niche skills aligned with strategic operational goals.

Hiring Range: $45,944/year - $63,173/year (USD)

Target Starting Range: $45,944/year - $51,687/year (USD)

Work Environment:
As noted above, APS offers a “Remote First” workplace. Although our offices are located on Long Island, NY; Washington DC; and College Park, MD, you can work from other places in the United States. We are flexible about work hours, but expect responsiveness during the core of the workday, Eastern Time.

This is Us:
Help us achieve our mission of advancing and diffusing the knowledge of physics for the benefit of humanity, promote physics, and serve the broader physics community.

At APS, we:

• Provide a welcoming and supportive professional home for an active, engaged, and diverse membership
• Advance scientific discovery and research dissemination
• Advocate for physics and physicists, and amplify the voice for science
• Share the excitement of physics and communicate the essential role physics plays in the modern world
• Promote effective physics education for all

Core Values:
Core values are essential to shaping the culture of an organization. They provide the structure and guidance for how we conduct ourselves in our day-to-day interactions. Every employee has a responsibility for upholding these values. The behaviors and actions associated with demonstrating competency in these Core Values are described in a separate document.

Our Core Values:

• The Scientific Method
• Truth and Integrity
• Diversity, Inclusion, and Respect
• Partnering, Cooperation, and Open Collaboration
• Speaking Out
• Education and Learning

Amazing 2024 Benefit Offerings:

• Flexible schedules and ability to work remotely
• 8% employer-paid retirement contribution
• Investment advisement services: 100% employer paid
• Medical benefits: PPO or HDHP option
• Employer contribution to FSA or HSA account, eligibility based on medical plan enrollment
• Lifestyle Spending benefit up to $2000.00 (USD) - 100% employer paid
• Dental benefits: individual coverage 100% employer paid
• Vision benefits: individual and dependent coverage 100% employer paid
• Basic Life & Accident insurance: employee coverage 100% employer paid
• Supplemental Life & Accident insurance, including spouse & dependent child(ren) coverage
• Disability insurance: employee coverage 100% employer paid
• Voluntary Accident & Critical Illness insurance
• Healthcare, Commuter & Dependent care flexible spending accounts
• Vacation: 15 days annually
• Generous holiday leave: 17 paid days of significance; includes one week closure at the end of December
• Personal leave: 4 days annually
• Volunteer leave: 1 day annually
• Sick leave: 10 days annually
• Bereavement & Compassion leave: 2 -15 days based on loss
• 12 weeks employer-paid family leave
• College tuition reimbursement plan
• Job related seminar & continuing education
• Professional Certification/Recertification 100% employer paid
• Training and professional development; access to LinkedIn Learning on-demand courses
• Employee Assistance Program
• Mindfulness Meditation: live and on-demand classes
• APS does not offer relocation assistance/costs

The American Physical Society is an affirmative action and equal opportunity employer. It is the policy of American Physical Society not to discriminate or allow the harassment of employees or applicants on the basis of race, religious creed, immigration status, alienage or citizenship, religion, color, ethnicity, sex, national origin, age, disability, marital status, familial status, protected veteran status, protected military status, physical or mental disability, sexual orientation, gender identity, genetic information, predisposing genetic characteristics, ancestry, domestic violence victim status or any other characteristic protected by law with regard to any employment practices, including recruitment, advertising, job application procedures, hiring, upgrading, training, promotion, transfer, compensation, job assignments, benefits and/or other terms, conditions, or privileges of employment, provided the individual is qualified, with or without reasonable accommodations, to perform the essential functions of the job. This policy applies to all jobs at APS. The American Physical Society is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request a reasonable accommodation, please contact APS Human Resources at [email protected]. The “Know Your Rights: Workplace Discrimination is Illegal'' poster, prepared by the U.S. Equal Employment Opportunity Commission (EEOC), provides an overview of several laws that protect you from discrimination on the job, and several rights are afforded to you by these laws. The “Pay Transparency Non Discrimination Provision,” prepared by the U.S. Office of Federal Contract Compliance Programs (OFCCP), provides an overview of several protections implemented to protect individuals working under federal contracts from discrimination when inquiring about or discussing compensation; these protections apply to all employees and applicants. The APS has a "remote first" concept that promotes equal treatment and equal access, independent of physical work location, with a majority of staff working primarily from remote work locations. #LI-SB1