Operations Administrator

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.

The operations administrator supports the Chief External Affairs Officer (CEAO) in managing the day-to-day administration of the APS Office of External Affairs (OEA). This position plays a key role in ensuring smooth and effective operations across Public Affairs, International Affairs, and Development. The administrator oversees complex administrative and operational functions that require autonomy, sound judgment, and discretion. Working collaboratively with OEA leadership, the administrator coordinates activities, manages budgets, supports office logistics, and advances departmental goals and initiatives that strengthen APS engagement and impact.

This position will be required to have in-office work at the Washington, DC office location as specified by your supervisor. The requirement for in-office work is at least 3 days per week; some weeks may require more in-office days, depending on team needs.

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.

• Support the CEAO in overseeing the activities and operations of Public Affairs, International Affairs, and Development.
• Maintain awareness of all OEA budgets and provide administrative and financial support to the directors of Public Affairs, International Affairs, and Development.
• Carry out OEA administrative functions, including:
  • Managing calendars and scheduling internal and external meetings
  • Arranging travel and processing expense reports
  • Ordering office supplies and coordinating with vendors
  • Planning and supporting special events
  • Scheduling facilities and accommodations for in-person and virtual meetings o Coordinating and facilitating OEA-wide staff meetings and communications
• Work closely with the Directors of Public Affairs, International Affairs, and Development to provide administrative assistance on their department activities
• Support OEA committees – POPA, PPC, CPE, CISA, CIFS – and the Congressional Science Fellowship, grassroots advocacy events, and APS Board and Unit Statement reviews and other activities as requested.
• Prepare and submit federal lobbying reports in compliance with federal regulations.
• Provide administrative and logistical support for meetings and events in the Washington, D.C. office
• Assist Directors with support for projects, including the African Physics Newsletter, Satellite Sites, Global Physics Spotlight, and Dirac Program.
• Liaise with building management, oversee maintenance requests, and coordinate workspace readiness for staff and visiting committees.
• Manage vendor relationships, review invoices, and ensure timely submission to APS Finance and assist OEA departments.
• Monitor and manage the D.C. office budget and accounts, exercising sound judgment and discretion in spending and procurement decisions.
• Oversee projects and processes that require a high degree of autonomy, independent judgment, and self-direction, making operational and financial decisions within established guidelines.
• Support staff…