Scientific Programs Specialist

American Physical Society

Scientific Programs Specialist

ID:

1476
Location:

Remote
Department:

Meetings

Scientific Programs Specialist

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 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:

Minimum two 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

Proficiency in Microsoft Office, Google Workspace, Excel, Salesforce/Nimble AMS, Planstone (preferred), and project tracking tools such as Asana

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: $49,235/year - $67,083/year (USD)

Target Starting Range: $49,235/year - $54,774/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 . 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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