Operations Administrator

Responsibilities:

• Support the CEAO in overseeing the activities and operations of Public Affairs International Affairs and Development.
• Maintain awareness of all OEA budgets and provide administrative and financial support to the directors of Public Affairs International Affairs and Development.
• Carry out OEA administrative functions including:
  • Managing calendars and scheduling internal and external meetings
  • Arranging travel and processing expense reports
  • Ordering office supplies and coordinating with vendors
  • Planning and supporting special events
  • Scheduling facilities and accommodations for in-person and virtual meetings o Coordinating and facilitating OEA-wide staff meetings and communications
• Work closely with the Directors of Public Affairs International Affairs and Development to provide administrative assistance on their department activities
• Support OEA committees POPA PPC CPE CISA CIFS and the Congressional Science Fellowship grassroots advocacy events and APS Board and Unit Statement reviews and other activities as requested.
• Prepare and submit federal lobbying reports in compliance with federal regulations.
• Provide administrative and logistical support for meetings and events in the Washington D.C. office
• Assist Directors with support for projects including the African Physics Newsletter Satellite Sites Global Physics Spotlight and Dirac Program.
• Liaise with building management oversee maintenance requests and coordinate workspace readiness for staff and visiting committees.
• Manage vendor relationships review invoices and ensure timely submission to APS Finance and assist OEA departments.
• Monitor and manage the D.C. office budget and accounts exercising sound judgment and discretion in spending and procurement decisions.
• Oversee projects and processes that require a high degree of autonomy independent judgment and self-direction making operational and financial decisions within established guidelines.
• Support staff development initiatives and help identify opportunities for learning andgrowth.
• Maintain a positive and professional office environment that promotes collaboration organization communication and safety.
• Handle all matters with confidentiality discretion and professionalism.
• Perform related duties and special projects as assigned by the CEAO in collaboration with OEA directors as needed.

• Bachelors degree. Directly applicable experience may be considered in lieu of a degree.
• Preferred Education:Project Management Professional (PMP) or Certified Associate in Project Management (CAPM) and or similar certifications preferred.

• Minimum of five years of progressive administrative experience including responsibility for managing complex projects and office operations.
• Familiarity with nonprofit organizational structures and operations strongly preferred.
• Proven project management skills including setting milestones tracking progress communicating effectively meeting deadlines and delivering results.
• Proficiency with Zoom Slack Microsoft Office Suite and Google Workspace.
• Experience coordinating and managing on-site and virtual meetings events and conferences.
• Experience with project management systems (e.g. Asana) preferred.
• Demonstrated ability to serve as a trusted liaison and gatekeeper escalating information to executives as needed.
• Strong organizational and documentation skills with the ability to manage multiple priorities and adapt to changing schedules.
• Proven experience planning and executing meetings events and large-scale initiatives with attention to logistics and accuracy.
• Exceptional written and verbal communication skills with precision in drafting editing and preparing executive-level correspondence and reports.
• Sound judgment and problem-solving abilities with a demonstrated ability to develop and implement solutions independently.
• Dependable accurate and conscientious work habits with a high level of accountabilityand discretion.
• Effective time management skills consistently meeting deadlines in dynamic environments.
• Experience developing budgets estimating costs allocating resources and tracking expenditures.
• Customer service orientation and commitment to fostering a positive collaborative work environment.
• Ability to work independently and as part of a team.

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:$66870/year - $91110/year (USD)

Target Starting Range:$66870/year - $74393/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:

• Scientific Method
• Trust Integrity and Ethical Conduct
• Equity Diversity and Respect
• Collaboration
• Education and Learning
• Speaking Out

Amazing 2026 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 $1500.00 (USD) - 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 office closures; 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 100% employer paid

• 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 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.

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