Work at APS >> Fellowship Coordinator
Fellowship Coordinator
Title:Fellowship Coordinator
Location:College Park, MD

Fellowship Coordinator

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 Fellowship Coordinator is responsible for providing administrative support for the annual APS Fellowship process. Provides quality customer service to members and volunteers primarily via email correspondence, and also telephone calls.

A Typical Week May Look Like This:
  • Interacts with unit executive committees and selection committees to coordinate the nomination and selection of APS Fellows.
  • Corresponds with Fellow Committee Chairs to ensure timely and accurate completion of the review and selection process.
  • Prepares chair reports for the APS Committee on Fellowship review and subsequent list of recommended Fellows for Council approval.
  • Administers Fellowship nomination system and communicates instructions to selection committee members. Provides canvassing assistance to units.
  • Maintains recipient and selection committee data.
  • Maintains APS Fellows Archive.
  • Monitors email inquiries to fellowship account and nominations submitted via the online system, addressing any issues that arise.
  • Prepares and sends necessary correspondence for both successful and unsuccessful candidates.
  • Provides Fellowship certificates to the Secretary/Treasurer of each unit.
  • Works with the Honors Program Manager to support the planning and execution of 2-4 APS Fellows Receptions per year.
  • Provides onsite support for APS Senior Management Team and Presidential line for the Fellows Receptions.
  • Works with the Honors Program Manager to provide administrative support to the APS Historic Sites Committee.

Scope and Relationships

  • Daily interactions with 2 team members – Prizes & Awards Coordinator and Honors Program Manager.
  • Regular communication with the Membership department, Accounting department, Meetings Department, Development department, Communications department, and IT staff.
  • Regular communication with APS unit officers and fellowship selection committees, Fellows, and venue employees and staff for Fellows receptions.
  • No direct reports. Individual contributor.
  • No revenue managing or expense budget.
  • Domestic travel required 2-4 times per year.

Is This You:
  • Two years of association or honors experience preferred.
  • BA/BS degree or equivalent work experience.
  • Event planning experience a plus.
  • Familiarity with relational databases preferred (Salesforce and Nimble a plus).
  • Proficiency with all Microsoft Office Suite products, in particular, Microsoft Word and Microsoft Excel.
  • Proficiency with Google Docs and other online shared document products.
  • Strong organization, documentation, and prioritization skills.
  • Strong written and verbal communication skills.
  • Excellent attention to detail.
  • Ability to adapt to quickly changing schedules.
  • Ability to work well with interdepartmental teams as well as independently

Our Mission:
To advance and diffuse the knowledge of physics for the benefit of humanity, promote physics, and serve the broader physics community, 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

The Core Values That Drive Our Mission Are:

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


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, ethnic or national origin, ancestry, pregnancy (including childbirth or related condition), citizenship, familial status, mental or physical disability, veteran status, genetic information, other non-disqualifying disability, or any other characteristic protected by law. 

We welcome you to apply today! 

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