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American Physical Society Logo American Physical Society · IT - Administration

Scientific Programs Specialist

United States Employment contract 49235.00 - 67083.00 USD / Year · Job Posted May 04, 2026
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Job Description

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.

Job Responsibility

  • 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
  • Respond to inquiries from attendees, speakers, and program organizers by email or phone
  • Coordinate and administer the abstract sorting process for APS meetings
  • Prepare and distribute abstracts, reports, instructions, and sorting documentation
  • Coordinate shipment of materials for the March, April, and unit meetings
  • Establish and maintain production schedules for APS scientific meetings
  • Complete additional tasks as assigned, including support for website updates and interdepartmental coordination

Requirements

  • High school diploma or equivalent required
  • Associate degree preferred (directly relevant work experience in lieu of degree accepted)
  • Minimum two years of relevant professional experience, including demonstrated data entry skills
  • 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

Nice to have

  • Experience in a scientific nonprofit environment
  • Proficiency with Planstone

What we offer

  • 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
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