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Office Operations and Programs Manager

Company: American Physical Society
Location: Washington
Posted on: May 16, 2022

Job Description:

American Physical SocietyID: 1234Location: Washington, DCDepartment: External Affairs

Office Operations & Programs Manager
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 more than 50,000 members, including physicists in academia, national laboratories, and industry in the United States and throughout the world.Position Summary:
The primary role of this position is to assist the Chief External Affairs Officer with administration of the APS Office of External Affairs (OEA), with specific focus on the support for the Panel on Public Affairs (POPA), Physics Policy Committee (PPC) and APS Congressional Science Fellowship Program. The Office Operations and Programs Manager is a key member of the OEA team and supports the positive outcome of all projects, initiatives, and strategic activities in concert with the Director of Government Affairs, Director of International Affairs and other OEA staff members. This position will require that you spend time in-office, as well as at various geographically dispersed events and meeting attendance as instructed by your Supervisor.
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. 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.
Is This You:


  • Works closely with the Chief External Affairs Officer (CEAO) on special planning and departmental projects.
  • Oversees operational budgets related to APS DC Office, Government Affairs, Panel on Public Affairs, Physics Policy Committee, Congressional Visits, Lobbying, POPA Studies, International Affairs, and the Congressional Fellowship Program.
  • Coordinates with and assists the CEAO and GA management staff regarding all activities of POPA, PPC, and APS member advocacy events.
  • Coordinates with the Panel on Public Affairs through all phases of APS, Board, and Unit Statement review and approval.
  • Organizes and coordinates orientation of new members of POPA.
  • Organizes and coordinates the selection of new members of PPC.
  • Undertakes related duties and special projects as assigned by the Chief Government Affairs Director in coordination with the Director of Government Affairs, Director of International Affairs, and other OEA staff.
  • Manages administration of POPA including: arranging study committee meetings, taking meeting minutes, researching relevant topic materials, and arranging congressional meetings
  • Serves as APS representative for the Congressional Science Fellowship Program; responsible for the preparation and coordination of the CSF candidate interview and selection process.
  • Coordinates monthly FIAP Board ExComm meetings and organizes FIAP events at APS March Meetings.
  • Assists departmental staff with all aspects of planning an in-person or virtual meeting/event in the APS DC office.
  • Provides administrative support to include, but not limited to: managing staff calendars, arranging travel, processing expense reports, coordinating internal & external meetings, placing office supply orders, planning special events.
  • Prepares and submits all federal lobbying reporting filings, in compliance with federal regulations.
  • Assists with staff appointments; serves as ancillary human resources contact for OEA employees.
  • Identifies opportunities for staff development.
  • Maintains a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety.
  • Uses and maintains strict confidentiality, discretion, and judgment in dealing with confidential, sensitive and controversial issues in all aspects of work
  • Organizes and coordinates administration duties and manages day-to-day office operations.

    Education:

    • BS/BA Degree
    • PMP Certification (current) or CAPM Certification (current) and/or comparable project management certifications highly desirable.

      Experience, Knowledge, Skills, and Abilities:

      • Minimum of 6 years of prior relevant experience.
      • Project management experience. Familiar with standard concepts, practices and procedures of Project Management.
      • Exceptionally strong interpersonal skills and the ability to build relationships with staff and volunteer leadership.
      • Excellent judgment with a high degree of discretion and tact.
      • Familiar with non-profit organization structure and operations.
      • Outstanding organizational skills, ability to do complex tasks and take initiative.
      • Strong critical thinking skills and ability to address and solve problems quickly.
      • Experience planning and executing meetings and events.
      • Proven written and verbal communication skills.
      • Excellent attention to detail.
      • Ability to adapt to quickly changing schedules.
      • Ability to work well within a team, as well as independently.
      • Five years administrative experience.
      • Proficiency with Zoom, Slack, Microsoft Office Suite and Google products.

        Travel: This position will require in-office work, travel to various geographic events and meeting attendance as instructed by your Supervisor.
        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:

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

            Amazing 2022 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
            • Dental benefits: individual coverage 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
            • Healthcare, Commuter & Dependent care flexible spending accounts
            • Vacation: 15 days annually
            • Generous holiday leave: 14 paid days of significance; includes one week closure at the end of December
            • Personal leave: 4 days annually
            • Volunteer leave: 1 day annually
            • Sick leave: 10 days annually
            • 10 weeks employer-paid family leave
            • College tuition reimbursement plan
            • Job related seminar & continuing education
            • Training and professional development; access to LinkedIn Learning on-demand courses
            • Employee Assistance Program
            • Mindfulness Meditation: live and on-demand classes

              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, 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 reasonable accommodation, please contact APS Human Resources at hr@aps.org. PM21 All APS Employees must be vaccinated and provide proof of vaccination via our secured vaccination portal Safeter upon hire, unless they have an HR approved medical or religious exemption. 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!
              #LI-SB1

              PI177767595

Keywords: American Physical Society, Washington DC , Office Operations and Programs Manager, Executive , Washington, DC

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