American Physical Society

ID: 1169-CP-APS
Location: Various Locations
Department: Meetings



Meetings 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:
This position requires an individual who is seeking the opportunity to work in an exciting and fast-paced professional environment. This position will assist in the planning and management of APS in-house and off-site meetings. This individual will manage the sourcing database for APS meetings, tracking of responses, and generating reports from the system. This position will work with the APS Senior Meetings Registrar to help process meeting registrations, including registrations for sections. Ability to travel is required to assist in onsite registration. This individual will be responsible for managing registration for smaller meetings onsite.


A Typical Week May Look Like This:

• Assist in planning and management of APS in-house and off-site meetings
• Assist in sourcing of APS meetings, tracking of responses and generating reports from system
• Process meeting registrations, including registrations for sections.
• Work onsite to assist in registration.
• Manage registration for smaller meetings onsite.
• Serve as meeting minutes scribe for the COSM meetings.
• Edit sign copy.
• Update meetings calendar as well as meetings web information.
• Process miscellaneous letters and/or visas needed for invitation.
• Assist with preparation of post-conference reports
• Assist with sorters meetings as needed
• Provide administrative support
• Processes and edits a large amount of abstract data to ensure consistency and accuracy of scientific program initiatives
• Assists with establishing and implementing the production schedules for scientific meetings
• Responsible for receiving and processing contributed oral, poster and invited abstracts for unit and section meetings
• Assists and provides support during the abstract sorting process and produces information packets including sorters instruction and reports
• Takes minutes during scientific program meetings
• Assists with producing a final copy of the Bulletin for unit meetings (online and print)
• Other duties as assigned

Education: College Preferred

Experience, Knowledge, Skills and Abilities:

• Must be coachable and teachable, a team player with a willingness to share information
• Must be capable of multi-tasking in a high-volume environment and have the ability to effectively manage time, prioritize tasks and work within deadlines
• Ability of work under pressure to adapt quickly to changing schedules
• Must be well organized, detail-oriented and have demonstrated effective follow-up skills
• Experience in the use of databases and working with large data sets, preferred; data entry, Microsoft Office applications including Word, Excel, PowerPoint, Google Docs and Sheets
• Demonstrated effective communication skills (verbal, written and listening) and excellent interpersonal skills at all levels of business, with a strong orientation toward providing outstanding member services as part of a team
• Ability to work well with interdepartmental teams as well as independently
• Prior experience in a scientific non-for-profit environment, a plus
• Experience in planning small meetings a plus
• Must have excellent interpersonal and organizational skills
• Proofreading and editing knowledge
• Solid Database entry and word processing
• Excellent customer service

Work Environment
The selected candidate initially will work remotely due to the pandemic; eventually, the regular schedule will accommodate working from home a few days per week with the balance of time spent in the office.

Travel
Position will require some business travel to attend meetings and events as directed by supervisor.

The statements contained in this document reflect general details as necessary to describe the principal functions assigned to this position, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Other duties and responsibilities may be assigned, including work in other functional areas, to cover absences, equalize work periods, or otherwise to balance the workload.

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 affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. 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 reasonable accommodation, contact Human Resources.

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.

We welcome you to apply today!

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