Honors Engagement Coordinator

American Physical Society; College Park (MD); Remote; USD 48,000 - 66,000; Full time

Job summary

Join a dynamic nonprofit organization dedicated to advancing the knowledge of physics as an Honors Engagement Coordinator. In this pivotal role, you will provide essential administrative support for recognizing and engaging recipients of prestigious honors. Your attention to detail and strong communication skills will help you manage relationships with nominators and recipients effectively. With a remote-first work environment and a commitment to diversity, this position offers a unique opportunity to contribute to impactful programs while enjoying a comprehensive benefits package. If you are organized, proactive, and passionate about fostering engagement within the scientific community, this role is perfect for you.

Benefits

Flexible schedules

8% employer-paid retirement contribution

Medical benefits

Dental benefits

Vision benefits

15 days vacation annually

Generous holiday leave

12 weeks employer-paid family leave

College tuition reimbursement

Professional development opportunities

Qualifications

• 2+ years of relevant work experience with associations or awards programs.
• Strong organization and documentation skills are essential.

Responsibilities

• Compile recipient information for announcements and promotional items.
• Order recognition products and maintain vendor relationships.
• Coordinate invited speaker placements for recognition programs.

Skills

Organizational Skills

Communication Skills

Attention to Detail

Event Planning

Database Management

Microsoft Office Suite

Google Docs

Education

High School Diploma

Associate's Degree

Tools

Salesforce

Nimble AMS

Microsoft Word

Microsoft Excel

Job description

Honors Engagement 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 more than 50,000 members, including physicists in academia, national laboratories, and industry in the United States and throughout the world.

Position Summary:

The honors engagement coordinator is primarily responsible for providing administrative support to activities and projects for recognizing and engaging recipients of APS Society-level honors, Fellowships, and Historic Sites. The honors engagement coordinator may support engagement activities for Unit-level honors as requested. The coordinator is a key contact for hundreds of nominators and recipients. They provide timely, polite, and effective service to support this group. This position requires a high degree of attention to detail, effective communication, organizational skills, professionalism, and effective interdepartmental collaboration.

The position requires regular travel to the APS offices in College Park, Maryland, and Washington, DC to organize materials, coordinate signatures, and ship Honors engagement items. Travel is expected to occur one to five times per month, with additional visits to the Maryland and DC offices as needed.

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:

• Compiles and formats recipient information for email announcements, videos, press releases, web pages, and other promotional items produced by the APS Experience and Engagement department. Prepares and sends official notifications to recipients on behalf of APS and the presidential office.

• Orders recognition products (certificates, plaques, and medals) and maintains effective relationships with these vendors. Keeps materials organized digitally and in the College Park, Maryland office. Distributes products to recipients or APS unit leaders at events or by mail.

• Works with the Honors Program Manager to coordinate invited speaker placements associated with recognition programs in collaboration with the APS Meeting Department.

• Regularly correspond with recipients to collect data and financial documentation, communicate event logistics, and answer inquiries.

• Prepares payment requests for vendors and Society-level honorees, maintains accurate records, and prepares yearly fund status reports.

• Supports honors program coordinator with Unit-level honoree operations as needed.

• Maintains a comprehensive database on recipients that forms the APS Fellow Archive and recipient pages on the APS website. Ensures data is consistent and accurate. Supports program evaluation by preparing historical reports on recipients.

• Collaborates with the honors program manager to plan and execute multiple annual in-person events.

• Supports other activities or initiatives within the Membership Department to increase the engagement of honors recipients.

Education:

• High school graduate or General Equivalency Diploma (G.E.D.) required. Associate’s degree preferred.

Experience, Knowledge, Skills, and Abilities:

• Minimum of twoyears of relevant work experience, preferably including experience with associations or honors/awards programs.
• Event planning experience ispreferred.
• Familiarity with relational databases preferred (Salesforce or Nimble AMS is preferred).
• Familiarity with basic financial procedures is preferred.
• Proficiency with all Microsoft Office Suite products, in particular Microsoft Word and Microsoft Excel.
• Proficiency with Google Docs and other online shared document products.
• Strong organization, documentation, and prioritization skills.
• Strong written and verbal communication skills.
• Excellent attention to detail.
• Ability to adapt to quickly changing schedules.
• Ability to work well with interdepartmental teams as well as independently.

Travel:

• The position requires regular travel to the APS offices in College Park, Maryland, and Washington, DC to organize materials, coordinate signatures, and ship Honors engagement items. Travel is expected to occur one to five times per month, with additional visits to the Maryland and DC offices as needed.

• This position also 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:$48,263/year - $65,757/year (USD)

Target Starting Range:$48,263/year - $53,691/year (USD)

Work Environment:

As noted above, APS offers a “Remote First” workplace. Although our offices are located on Long Island, NY, College Park, MD and Washington DC, you can work from other places in the United States. We are flexible about work hours, but expect responsiveness during the core of the workday, Eastern Time.


Our Core Values:

• Scientific Method
• Trust, Integrity, and Ethical Conduct
• Equity, Diversity, and Respect
• Collaboration
• Education and Learning
• Speaking Out

Amazing 2025 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
• Lifestyle Spending benefit up to $2000.00 (USD) - 100% employer paid
• 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
• Voluntary Accident & Critical Illness insurance
• Healthcare, Commuter & Dependent care flexible spending accounts
• Vacation: 15 days annually
• Generous holiday leave: 17 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
• Bereavement & Compassion leave: 2 -15 days based on loss
• 12 weeks employer-paid family leave
• College tuition reimbursement plan
• Job related seminar & continuing education
• 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
• APS does not offer relocation assistance/costs

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, immigration status, 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 a reasonable accommodation, please contact APS Human Resources at [e-mail]. The “Know Your Rights: Workplace Discrimination is Illegal'' poster, prepared by the U.S. Equal Employment Opportunity Commission (EEOC), provides an overview of several laws that protect you from discrimination on the job, and several rights are afforded to you by these laws. The “Pay Transparency Non Discrimination Provision,” prepared by the U.S. Office of Federal Contract Compliance Programs (OFCCP), provides an overview of several protections implemented to protect individuals working under federal contracts from discrimination when inquiring about or discussing compensation; these protections apply to all employees and applicants. 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.

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