Work at APS >> Executive Administrative Coordinator
Executive Administrative Coordinator
Title:Executive Administrative Coordinator
Department:APS Programs
Location:College Park, MD

Executive Administrative Coordinator
College Park, MD

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.

Position Summary
The Executive Administrative Coordinator will coordinate, oversee and perform a wide variety of high level administrative activities in support of the APS Programs Director and the APS Programs Department.

A Typical Week May Look Like This…
  • Assist in the preparation of project reports and publications, including internal and external documents such as reports for funders and publicity materials.
  • Monitor and coordinate accounting activities as appropriate, and prepare internal reports for management, as required.
  • Update and maintain program calendars; schedule internal and external meetings.
  • Assist with maintaining information on project websites and listservs.
  • Coordinate mailings of publications and other materials.
  • Develop timelines for completing various department activities in conjunction with program cycles.
  • Work collaboratively with program management to support planning and coordination for various programs and attached activities.
  • Serve as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specific issues.
  • Organizes and facilitate meetings, conferences, and other special events as required.
  • Work closely with and assist the Director with meeting scheduling, calendar management, travel arrangements and expense reimbursements.
Is This You?
  • Possess a Bachelor’s degree or related amount of work experience.
  • Possess a minimum three years of work experience.
  • Ability to work independently with little or no supervision for extended periods, proactively identify and respond to needs, and exercise judgment.
  • Ability to take initiative in identifying and responding to issues as they arise.
  • Ability to handle several complex projects simultaneously and adapt to quickly changing schedules.
  • Computer skills and high level of proficiency in standard office software.
  • Excellent attention to detail is mandatory.
  • Customer service orientation and ability to communicate clearly.
  • Ability to resolve conflicts constructively, and to empathize and understand perspectives of others.
  • Willingness and ability to work as a team player.
  • Strong skills in organization, documentation, and prioritization as well as strong written and verbal communication skills.
This is Us!
The American Physical Society strives to: 
  • Be the leading voice for physics and an authoritative source of physics information for the advancement of physics and the benefit of humanity.
  • Provide effective programs in support of the physics community and the conduct of physics.
  • Collaborate with national scientific societies for the advancement of science, science education and the science community.
  • Cooperate with international physics societies to promote physics, to support physicists worldwide and to foster international collaboration.
  • Promote an active, engaged and diverse membership, and support the activities of its units and members.
The American Physical Society is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, ancestry, disability or veteran status. 

We welcome you to apply today!
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