Program Administrator, Senior Assistant

American Institute of Physics; College Park (MD); Hybrid; USD 59,000 - 67,000; Full time

Job summary

Join a leading institute as a Program Administrator, Senior Assistant. You will play a vital role in supporting student and alumni programs, coordinating events, and ensuring smooth operations. This position requires strong organizational skills and the ability to work collaboratively within a dynamic team. Embrace a flexible hybrid work environment with competitive compensation and comprehensive benefits.

Benefits

Generous Paid Time Off

Medical/Dental/Vision Coverage

Annual Retirement Contribution

Tuition Assistance

Commuter Benefits

Qualifications

• Minimum of 5 years of experience as an administrative professional.
• Strong communicator and team player.
• Ability to thrive in fast-paced environments.

Responsibilities

• Coordinate administration of scholarships, awards, and internships.
• Serve as a primary contact for SPS chapters.
• Lead planning for events like SPSCon.

Skills

Communication

Organizational Skills

Team Collaboration

Attention to Detail

Education

Bachelor’s Degree

Tools

Microsoft Office

Salesforce

Job description

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Join to apply for the Program Administrator, Senior Assistant role at American Institute of Physics

WHO WE ARE:
The American Institute of Physics (AIP) is a federation of 10 Member Societies which together have nearly 120,000 members across the globe. Founded in 1931, AIP is a federation that advances the success of our Member Societies and an institute that engages in research and analysis to empower positive change in the physical sciences. Our overarching strategy is to advance the physical sciences with a unifying voice of strength from diversity. We want you to become a part of our mission and join our dynamic team!
SUMMARY:
AIP is looking for a Program Administrator, Senior Assistant to join our Society of Physics Students Team.
The Program Administrator, Senior Assistant plays a vital, cross-functional role in advancing the mission of the Society of Physics Students (SPS) and Sigma Pi Sigma - the national physics and astronomy honor society. As a key member of the team, you will be the behind-the-scenes force that ensures the smooth operation of core programs and services - from governance and volunteer coordination to awards, inductions, alumni engagement, and event logistics.
In this role, you’ll provide high-level administrative and logistical support for a broad portfolio of national initiatives, including scholarships, summer internships, chapter relations, and one of the largest undergraduate gatherings in the field - the triennial Physics and Astronomy Congress (SPSCon). You’ll work closely with a dedicated team and a wide network of volunteers, alumni, and students to deliver exceptional programs with lasting impact.
This is more than just an administrative position, it’s an opportunity to contribute meaningfully to a vibrant and growing scientific community. Your work will help connect and empower future leaders in physics and astronomy across the country.
Join our team of energized, charismatic, collaborative, and passionate individuals, and contribute to making a difference in the field of physical sciences!
WHAT YOU’LL DO:

• Support Student and Alumni Programs: Coordinate the administration of scholarships, awards, and summer internships. Manage onboarding, travel logistics, housing, and documentation for interns. Assist in organizing alumni events and outreach campaigns.
• Chapter Engagement: Serve as a primary contact for SPS chapters and Sigma Pi Sigma members. Manage chapter transitions, collect annual reports, and distribute key communications and induction materials.
• Membership Fulfillment: Process new member inductions, manage merchandise and regalia orders, track inventory, and coordinate with vendors to ensure timely and accurate delivery.
• Event Planning & Logistics: Lead planning and logistics for a variety of events, including national leadership meetings, alumni gatherings, and staff travel. During the triennial SPSCon, you will support large-scale volunteer coordination and event execution.
• Administrative Operations: Maintain standard operating procedures, route contracts and invoices, respond to inquiries, and manage calendars and communications for governance bodies and volunteer leaders.
• Budget & Documentation Support: Help track expenses, gather historical data, and support the team during annual budget development and forecasting.

WHAT YOU’LL BRING:

• Minimum of 5 years of experience as an administrative professional or coordinator supporting a large team; bachelor’s degree preferred.
• Strong communicator and team player who collaborates well with colleagues, volunteers, and external partners.
• Ability to thrive in fast-paced environments and are comfortable multi-tasking and managing multiple priorities and deadlines simultaneously.
• Ability to demonstrate exceptional attention to detail, strong organizational skills, and sound judgment.
• Proficiency with office software and technology tools, including Microsoft Office (Word, Excel, Outlook, PowerPoint), and comfortable learning new platforms (e.g., Monday, Salesforce, OnBoard, or SMApply).

TO APPLY:Include a resume and a cover letter. We encourage you to apply even if your experience does not fully match the position description. At AIP, we embrace considering people from a diversity of backgrounds and career experiences.

COMPENSATION: $59,280.00 - $66,208.00
WORKING AT AIP:
AIP embraces a flexible hybrid work environment to balance in-person collaborative work with remote work. The team works in a flexible, hybrid schedule and reports to our offices in College Park, Maryland and Washington, DC, as needed.Employees are required to reside in the DC Metro regions of Maryland, Virginia, or Washington, DC.

We offer comprehensive benefits, including generous paid time off, medical/dental/vision coverage, an annual retirement contribution of 10% of base pay, tuition assistance, commuter benefits, and more.
Your colleagues at AIP are welcoming, gracious, and eager to help each other succeed. With our commitment to community service, institute-wide social opportunities, and ongoing learning and development, AIP is a rewarding place to work.

ABOUT AIP:
Join Us and Make a Difference!
At the American Institute of Physics (AIP), we're dedicated to advancing, promoting, and serving the physical sciences for the benefit of humanity. As a 501(c)(3) non-profit, AIP is a federation that advances the success of our Member Societies and an institute that engages in research and analysis to empower positive change in the physical sciences. Our mission is to advance, promote, and serve the physical sciences for the benefit of humanity. We are passionate about our work and committed to fostering an inclusive and dynamic environment where creativity, collaboration, and enthusiasm thrive. Join our team and become part of an energized, forward-thinking community. Together, we'll explore the frontiers of science, support groundbreaking research, and contribute to the betterment of humanity.
Be a part of AIP—where science meets passion and purpose.
Commitment to Non-Discrimination
All qualified applicants will receive consideration for employment without regard to disability, status as a protected veteran or any other status protected by applicable federal, state, or local law.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Non-profit Organizations

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