Operations Administrator

American Physical Society; United States; Hybrid; USD 65,000 - 90,000; Full time

Job summary

American Physical Society is seeking an Operations Administrator to support the Chief External Affairs Officer and the Office of External Affairs. You will manage day-to-day operations across Public Affairs, International Affairs, and Development, coordinating calendars, travel, events, and budgets with discretion and independence.

This role requires in-office presence in Washington, DC at least 3 days per week while the position is remote.

Qualifications

• Minimum five years of progressive administrative experience with complex projects.
• Familiar with nonprofit structures and operations preferred.
• Proven project management, milestone tracking, and deadline adherence.
• Proficiency with Zoom, Slack, Microsoft Office Suite, and Google Workspace.

Responsibilities

• Support the Chief External Affairs Officer in Public Affairs, International Affairs, and Development.
• Maintain awareness of all OEA budgets and provide admin and financial support.
• Manage calendars and scheduling for internal and external meetings.
• Arrange travel and process expense reports; order supplies and coordinate vendors.
• Plan and support events; coordinate facilities for in-person and virtual meetings.
• Prepare federal lobbying reports and assist with committee activities.
• Monitor DC office budget and vendor invoices; ensure timely submissions to APS Finance.

Skills

Budget management

Calendar management

Vendor coordination

Meetings coordination

Confidentiality

Executive support

Project management

Communication

Asana

Zoom

Slack

Microsoft Office

Google Workspace

Bachelor's degree

Education

Bachelor's degree

PMP or CAPM certification preferred

Tools

Asana

Zoom

Slack

Microsoft Office

Google Workspace

Job description

Operations Administrator

Location: Remote

Who we are

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.

Position Summary

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.

Responsibilities

• 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 development initiatives and help identify opportunities for learning and growth.
• Maintain a positive and professional office environment that promotes collaboration, organization, communication, and safety.
• Handle all matters with confidentiality, discretion, and professionalism.
• Perform related duties and special projects as assigned by the CEAO, in collaboration with OEA directors as needed.

Education

• Bachelor's degree. Directly applicable experience may be considered in lieu of a degree.
• Preferred Education: Project Management Professional (PMP) or Certified Associate in Project Management (CAPM) and or similar certifications preferred.

Experience, Knowledge, Skills, and Abilities

• Minimum of five years of progressive administrative experience, including responsibility for managing complex projects and office operations.
• Familiarity with nonprofit organizational structures and operations strongly preferred.
• Proven project management skills, including setting milestones, tracking progress, communicating effectively, meeting deadlines, and delivering results.
• Proficiency with Zoom, Slack, Microsoft Office Suite, and Google Workspace.
• Experience coordinating and managing on-site and virtual meetings, events, and conferences.
• Experience with project management systems (e.g., Asana) preferred.
• Demonstrated ability to serve as a trusted liaison and gatekeeper, escalating information to executives as needed.
• Strong organizational and documentation skills, with the ability to manage multiple priorities and adapt to changing schedules.
• Proven experience planning and executing meetings, events, and large-scale initiatives with attention to logistics and accuracy.
• Exceptional written and verbal communication skills, with precision in drafting, editing, and preparing executive-level correspondence and reports.
• Sound judgment and problem-solving abilities, with a demonstrated ability to develop and implement solutions independently.
• Dependable, accurate, and conscientious work habits, with a high level of accountability and discretion.
• Effective time management skills, consistently meeting deadlines in dynamic environments.
• Experience developing budgets, estimating costs, allocating resources, and tracking expenditures.
• Customer service orientation and commitment to fostering a positive, collaborative work environment.
• Ability to work independently and as part of a team.

Travel

This position requires up to 20% 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