Work at APS >> Scientific Programs Coordinator
Scientific Programs Coordinator
Title:Scientific Programs Coordinator
Location:College Park, MD
Scientific Programs 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 Scientific Programs Coordinator is integral to the functionality of the programs that inspire our members. You will assist with the planning, scheduling and execution of scientific program initiatives for APS March and April Meetings, as well as various unit meetings. You will assist our Program Chairs and Organizers (member volunteers) with assembling, managing, and executing scientific programs.  Other duties include: assisting with administering the invited speaker and abstract contribution process, maintaining the March and April fee waiver processes, assisting with the online and in-house sorting process, as well as publishing the Unit Meeting Scientific Programs, online and print.

A Typical Week May Look Like This:
  • Answering a high volume of inquiries received by email and phone
  • Communicating with program and unit organizers to provide support for the creation and execution of scientific programs
  • Processing abstract data to ensure consistency and accuracy of programs
  • Assisting with implementing production schedules for meeting bulletins
  • Gathering content material for a variety of publications
  • Assembling and shipping materials to specific meetings
  • Processing contributed and invited abstracts for various meetings
  • Assisting with abstract proofing and preparing abstracts for sorting
  • Coordinating the sorting process and directing various aspects of the sorters meetings with assistance from Scientific Programs Project Lead
  • Producing information packets including sorter instruction and reports
  • Managing distribution of abstracts, reports, instructions and other necessary documentation for off-site program committee and unit sorter meetings
  • Uploading scientific sessions and making session transfers to scientific programs
  • Other duties as assigned (including handling web changes and communication with appropriate dept)
  • Position may require some percentage of business travel annually to attend meetings and events as directed by supervisor. 

Is This You:
  • Ability to work well with interdepartmental teams as well as independently
  • At least 2 years’ experience in planning, executing and administering scientific or educational programs
  • Proficient in data entry, Microsoft Office applications including Word, Excel or Google Doc and Sheets. 
  • Familiar with abstract systems; ScholarOne is preferred
  • Capable of multi-tasking in a high-volume environment with the ability to effectively manage time, prioritize tasks and work within deadlines
  • Ability to work under pressure and to adapt quickly to changing schedules
  • Must be well organized, detail-oriented and have demonstrated effective follow-up skills
  • Demonstrated effective communication skills (verbal, written and listening) and excellent interpersonal and organizational skills
  • Strong proofreading and editing skills; attention to detail, excellent analytical skills
  • Experience in speaker management and scheduling preferred
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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