Scientific Programs Specialist at APS

Scientific Programs SpecialistWho 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 50000 members including physicists in academia national laboratories and industry in the United States and around the world.Position Summary:The scientific programs specialist supports the planning and execution of APS scientific meetings. The role provides administrative and program support to ensure an efficient experience for organizers speakers and attendees. Key responsibilities include coordinating the abstract submission process managing invitations and program content and overseeing the sorting review and publication of scientific abstracts.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:Program support Collaborate with program organizers and chairs to develop implement and publish online program bulletins for APS scientific meetings. Review and process author abstract data to ensure accuracy. Manage uploads transfers and organization of scientific sessions. Oversee the receipt and processing of contributed and invited abstracts.Communication Respond to inquiries from attendees speakers and program organizers by email or phone.Data management Coordinate and administer the abstract sorting process for APS meetings. Prepare and distribute abstracts reports instructions and sorting documentation.Logistics Coordinate shipment of materials for the March April and unit meetings. Establish and maintain production schedules for APS scientific meetings.Other duties Complete additional tasks as assigned including support for website updates and interdepartmental coordination.Education:High school diploma or equivalent required. Associatedegree preferred.(directly relevant work experience in lieu of degree accepted).Experience Knowledge Skills and Abilities:Minimumtwo years of relevant professional experience including demonstrated data entry skills.Experience in a scientific nonprofit environment preferred.Proficiency with abstract management systems.Strong interpersonal and organizational skills.Skilled in proofreading and editing.Ability to write clearly and concisely for diverse audiences.Strong customer service experience.Exceptional organization documentation and prioritization abilities.Ability to collaborate effectively across departments and work independently.Ability to synthesize and summarize information from multiple perspectives.Ability to work in fast-paced team-oriented environments.Strong time- and project-management skills and the ability to meet deadlines.Asana (preferred) and project tracking tools such as PlanstoneProficiency in Microsoft Office Google Workspace Excel Salesforce/Nimble AMS.Excellent attention to detail.Ability to adapt to rapidly changing schedules Travel:The position requires up to 10% travel to events APS offices in Long Island NY College Park MD and Washington DC and other locations for meetings training and strategy sessions as directed by the supervisor.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:$48270/year - $65768/year (USD)Target Starting Range:$48270/year - $53700/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 membershipAdvance scientific discovery and research disseminationAdvocate for physics and physicists and amplify the voice for scienceShare the excitement of physics and communicate the essential role physics plays in the modern worldPromote effective physics education for allCore 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 MethodTrust Integrity and Ethical ConductEquity Diversity and RespectCollaborationEducation and LearningSpeaking OutAmazing 2026 Benefit Offerings:Flexible schedules and ability to work remotely8% employer-paid retirement contributionInvestment advisement services: 100% employer paidMedical benefits: PPO or HDHP optionEmployer contribution to FSA or HSA account eligibility based on medical plan enrollmentLifestyle Spending benefit up to $1500.00 (USD) - 100% employer paidVision benefits: individual and dependent coverage 100% employer paidBasic Life & Accident insurance: employee coverage 100% employer paidSupplemental Life & Accident insurance including spouse & dependent child(ren) coverageDisability insurance: employee coverage 100% employer paidVoluntary Accident & Critical Illness insuranceHealthcare Commuter & Dependent care flexible spending accountsVacation: 15 days annuallyGenerous holiday leave: 17 paid office closures; includes one week closure at the end of DecemberPersonal leave: 4 days annuallyVolunteer leave: 1 day annuallySick leave: 10 days annuallyBereavement & Compassion leave: 2 -15 days based on loss12 weeks employer-paid family leaveCollege tuition reimbursement planJob related seminar & continuing education 100% employer paidProfessional Certification/Recertification 100% employer paidTraining and professional development; access to LinkedIn Learning on-demand coursesEmployee Assistance ProgramMindfulness Meditation: live and on-demand classesAPS does not offer relocation assistance/costsThe 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 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.Required Experience:IC Key Skills Invasive Cardiology,Logistics Distribution,Corporate Risk Management,Field Marketing,IT Sales,Administration Support Employment Type : Full-Time Experience: years Vacancy: 1