Operations Administrator

Operations Administrator

Who we are :

The American Physical Society is a nonprofit membership organization working to advance physics by fostering a vibrant, inclusive, and global community dedicated to science and society. APS represents more than 50,000 members, including physicists in academia, national laboratories, and industry in the United States and around the world.

Position Summary :

The operations administrator supports the Chief External Affairs Officer (CEAO) in managing the day-to-day administration of the APS Office of External Affairs (OEA). This position plays a key role in ensuring smooth and effective operations across Public Affairs, International Affairs, and Development. The administrator oversees complex administrative and operational functions that require autonomy, sound judgment, and discretion. Working collaboratively with OEA leadership, the administrator coordinates activities, manages budgets, supports office logistics, and advances departmental goals and initiatives that strengthen APS engagement and impact.

This position will be required to have in-office work at the Washington, DC office location as specified by your supervisor. The requirement for in-office work is at least 3 days per week; some weeks may require more in-office days, depending on team needs.

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:

- 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 and growth.

- 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.

Education:

- Bachelor’s 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.

Experience, Knowledge, Skills, and Abilities:

- 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 accountability and 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.

Travel:

This position requires up to 20% travel to attend events and meetings, including travel to APS offices in Long Island, NY; Washington DC; and College Park, MD, as well as other off-site locations for periodic meetings and training sessions. Additional travel may be required as assigned by the supervisor. This position will be required to have in-office work at the Washington, DC office location as specified by your supervisor. The current requirement for in-office work is currently at least 3 days per week; some weeks may require more in-office days, depending on team needs.

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: $66,870/year - $91,110/year (USD)

Target Starting Range: $66,870/year - $74,393/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 $1,500.00 (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 [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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