American Physical Society Hiring for Operations Administrator at Washington, DC  Full Time

ID: 1323
Location: Remote
Department: External Affairs

Responsibilities:

• Works closely with CEAO on overseeing Public Affairs, International Affairs, and Development.
• Provides administrative support to OEA, including managing calendars, arranging travel, processing expenses, taking meeting minutes, coordinating meetings, and ordering supplies.
• Undertakes assigned duties and special projects from the Chief External Affairs Officer and Directors.
• Supports Director of Public Affairs, Government Affairs staff, and various advocacy events and public engagement activities.
• Assists with planning in-person or virtual meetings/events in the DC office.
• Prepares and submits federal lobbying reporting filings.
• Helps with appointments and identifies staff development opportunities.
• Maintains a pleasant and effective work environment.
• Ensures confidentiality, discretion, and judgment in dealing with sensitive issues.
• Schedules all-OEA-staff meetings as requested.
• Liaises with vendors and manages invoice submissions.
• Facilitates office supply orders and other office needs.
• Oversees budget and spending for DC Office accounts.
• Coordinates committee meetings and liaises with Building Management.
• Oversees maintenance requests and provides technology support.

Education:

• Bachelor’s degree required.
• Project Management Professional Certification (PMP) preferred.
• Certified Associate in Project Management (CAPM) preferred.
• Comparable project management certifications are preferred.

Experience, Knowledge, Skills, and Abilities:

• Minimum 6 years of administrative experience.
• Project management experience.
• Familiar with standard concepts, practices, and procedures of Project Management.
• Exceptionally strong interpersonal skills and the ability to build relationships with staff and volunteer leadership.
• Excellent judgment with a high degree of discretion and tact.
• Familiar with non-profit organization structure and operations.
• Outstanding organizational skills, ability to do complex tasks, and take initiative.
• Strong critical thinking skills and ability to address and solve problems quickly.
• Experience planning and executing meetings and events.
• Proven written and verbal communication skills.
• Excellent attention to detail.
• Ability to adapt to quickly changing schedules.
• Ability to work well within a team, as well as independently.
• Proficiency with Zoom, Slack, Microsoft Office Suite, and Google products.

Travel: The position may require some business travel to attend meetings and events as directed by supervisor.

Work Environment:

As noted above, APS offers a “Remote First” workplace. Although our Editorial Offices are located on Long Island, 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 2023 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.

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PI226277069