Unit Relations Specialist

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 unit relations specialist provides administrative and operational support to executive committees, ensuring efficient coordination of meetings, communications, and events in alignment with APS policies. Serving as a liaison between the head of unit relations, internal teams, and volunteer leaders, this role facilitates resource access, supports unit elections, manages financial processes, and assists with honors activities. Additionally, the unit relations specialist oversees abstract processing, event logistics, and compliance with APS guidelines while ensuring smooth day-to-day operations for assigned units, apply today!

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:

Administrative support:

• Provide administrative support to the assigned executive committees, ensuring smooth day-to-day communication, operations, and volunteer engagement in accordance with APS policies.
• Organize and facilitate Chair-line and Executive Committee meetings, including agenda preparation, minute-taking, and follow-up.
• Provide responsive support for other Executive Committee-related tasks as needed.
• Attend and coordinate logistics for unit and APS meetings as needed.
• Provide additional support as assigned.

Operations Support:

• Support unit elections, ensuring compliance with timelines and procedures in collaboration with Membership and Governance teams and policies.
• Help create and update unit resources and procedures for future leaders.
• Provide onboarding support and APS resources to volunteer unit leaders as needed.
• Support assigned units’ Secretary Treasurers with guidance to ensure policy alignment for funding activities, including processing reimbursements, managing invoices, and tracking financials with appropriate APS departments following APS policies.

Communication Support:

• Assist with unit communications (newsletters, social media, website updates) in collaboration with volunteers, Marketing, Communications, and Membership teams.
• Assist with unit and society honors activities, including canvassing efforts and Selection Committee meetings, nominee tracking, and communication.

Logistics Support:

• Support abstract and invited talk processes, ensuring accuracy and timely delivery in coordination with the Scientific Programs team.
• Support logistics management and APS Meetings resources for Division events, including scheduling and vendor communications.

Education:

• High school graduate or General Equivalency Diploma (G.E.D.) required. Bachelor's degree preferred. Directly applicable experience may be accepted in lieu of a degree.

Experience, Knowledge, Skills, and Abilities:

• Minimum 3 years professional work experience.
• Proficiency in Microsoft Excel, Word, Google Suite including Gmail, PowerPoint, and Adobe X Pro.
• Proficient computer skills to produce accurate and presentable data (forms, tables, and spreadsheets).
• Familiarity with customer relation management systems (CRM) preferred (e.g. Salesforce and Nimble) .
• Service-oriented and personable team player with high degree of professionalism and commitment to confidentiality required.
• Ability to adapt to changes in the work environment and schedules, prioritize responsibilities to work efficiently in a fast-paced environment and respond quickly to concerns.
• Demonstrate strong attention to detail, organization and documentation skills.
• Ability to meet deadlines with minimal supervision .
• Strong written and verbal communication skills.
• Ability to adapt to quickly changing schedules.
• Ability to work well with interdepartmental teams as well as independently.
• Experience with committees, nonprofit groups, volunteers, and operations is preferred.

Travel:

This position requires up to 10% travel to attend events and meetings, including travel to APS offices in Long Island, NY; Washington DC; and College Park, MD, as well as other off-site locations for periodic meetings and training sessions. Additional travel may be required as assigned 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: $49,920/year - $68,016/year (USD)

Target Starting Range: $49,920/year - $55,536/year (USD)