American Physical Society - APS

Title: Membership Services Coordinator Location:USA Remote Department: Membership ID: 1477 Job Description: Membership Services Coordinator 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 member services coordinator is a vital front-line representative for the organization. This role is responsible for providing exceptional customer service and support to members and other constituents through various channels, including phone, email, and effective data management. This role is crucial in shaping the member experience and ensuring high levels of member satisfaction and retention. The membership services coordinator is an integral part of the Recruitment and Retention team, directly supporting the APS mission and strategic priorities through enhancing the member experience. Key responsibilities include managing member inquiries and requests across all service areas and building positive relationships by understanding member needs and offering appropriate solutions. This role is also responsible for maintaining accurate member data within the AMS/CRM systems to ensure efficient service delivery. We are seeking an approachable, service-driven individual to fill this dynamic role. APS is a remote-first work environment, meaning employees primarily work from home. In-person meetings are held when there is a clear business need or benefit, and employees may be required to attend such meetings. Responsibilities: Customer Service and Communication: - Utilize service desk software to manage member communication through phone and email. - Manage member accounts by updating records, processing payments, and addressing inquiries, all while delivering excellent customer support. - Troubleshoot member log-in and access issues. - Assist members with online journal access and missing issue fulfillment - Update member addresses, including investigating undeliverable mail. - Utilize member feedback to enhance service quality, answer questions, and resolve problems. Data Management and Accuracy: - Maintain data accuracy in the association management system by correcting member records. - Manage electronic filing of renewal invoices and accounting batch deposits. Membership Administration: - Independently research and resolve complex membership problems. - Assemble, validate and process renewal invoice payments, ensuring follow-up procedures are completed. - Process specialty member applications. - Assist with coordinating and generating reports. - Maintain and update standard operating procedures. Administrative Support: - Perform additional administrative tasks as needed. - Collaborate with other APS departments to ensure seamless service delivery and adherence to service standards. Education: - Minimum High School diploma or equivalent required. Experience, Knowledge, Skills, and Abilities: - Minimum 2 years of customer service experience. - Experience with databases and/or Association Management Systems (AMS), preferably NimbleAMS or Salesforce. - Strong analytical and numerical skills. - Knowledge of office practices, strong administrative, and customer service skills. - Excellent attention to detail, problem-solving, and critical thinking abilities. - Proficiency in Microsoft Office Suite (Excel, Word), Google Workspace (Sheets, Docs), and other online shared document products. - Strong organization, documentation, and prioritization skills. - Works effectively both independently and as part of interdepartmental teams, with an ability to adapt to changing schedules. - Courteous manner and excellent written communication skills. - Ability to independently compose well-written correspondence. - Proven capacity to meet deadlines while effectively prioritizing and managing a high volume of diverse tasks, especially in a remote work environment. - Excellent interpersonal skills and ability to maintain professional relationships. Travel: The position requires up to 10% of travel for in-person meetings with staff as well as periodic travel to attend meetings and events as part of its core responsibilities, as well as additional travel as assigned. 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: $50,458 - $68,750 Target Starting Range: $50,458 - $56,135 Work Environment: APS follows a “remote first” work model. This is a “remote first” position that will be associated with the APS offices in the Washington, DC metro area. The position may require travel to meet – in person – with staff in the College Park, Maryland; Hauppauge, New York; and Washington, DC, offices. This is Us: Help us achieve our mission of advancing and diffusing the knowledge of physics for the benefit of humanity, promote physics, and serve the broader physics community. Our Core Values: Our values are our guideposts - Scientific Method - Trust, Integrity, and Ethical Conduct - Equity, Diversity, and Respect - Collaboration - Education and Learning - Speaking Out Amazing 2026 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 $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 - APS does not offer relocation assistance/costs The American Physical Society is fully committed to the principles of equal employment opportunity. 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, alienage or citizenship, religion, color, ethnicity, sex, pregnancy, childbirth, breastfeeding and/or related medical conditions, reproductive decision-making, national origin, age, disability, marital status, familial status or family responsibilities, protected veteran status, protected military status, physical or mental disability, sexual orientation, gender identity or expression, personal appearance, genetic information, predisposing genetic characteristics, domestic violence victim status, political affiliation, matriculation, credit information, homeless 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. Employment decisions at APS are based on legitimate job-related criteria. All personnel actions or programs that affect qualified individuals, such as employment, upgrading, demotion, transfer, recruitment, advertising, termination, rate of pay or other forms of compensation, and selection for training, are made without discrimination because of any basis protected by law. Employees may choose to voluntarily disclose their sex, race, national origin, disability and protected veteran status at any time by contacting human resources. Such information will be maintained in a confidential manner and will not be used against an individual when making any employment decisions. Employees and applicants with disabilities and disabled veterans are encouraged to inform human resources if they need a reasonable accommodation to perform a job for which they are otherwise qualified. APS makes, and will continue to make, reasonable accommodations to the known physical or mental limitations of an otherwise qualified applicant or employee to promote the employment of qualified individuals with disabilities and disabled veterans, unless such accommodations would impose an undue hardship on the operations of APS’ business. APS is a remote-first work environment, meaning employees primarily work from home. In-person meetings are held when there is a clear business need or benefit, and employees may be required to attend such meetings. APS offices in College Park, Maryland; Hauppauge, New York; and Washington, D.C. serve as additional work locations and are available to employees as business needs require.

Title: Scientific Programs Specialist Location: Remote, USA Department: Meetings Job Description: ID:1476 Location:Remote Description Scientific Programs Specialist 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 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. 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: Program support ● 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. Communication ● Respond to inquiries from attendees, speakers, and program organizers by email or phone. Data management ● Coordinate and administer the abstract sorting process for APS meetings. ● Prepare and distribute abstracts, reports, instructions, and sorting documentation. Logistics ● Coordinate shipment of materials for the March, April, and unit meetings. ● Establish and maintain production schedules for APS scientific meetings. Other duties ● Complete additional tasks as assigned, including support for website updates and interdepartmental coordination. Education: - High school diploma or equivalent required. Associate degree preferred. (directly relevant work experience in lieu of degree accepted). Experience, Knowledge, Skills, and Abilities: - Minimum two years of relevant professional experience, including demonstrated data entry skills - Experience in a scientific nonprofit environment, preferred - 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 Travel: The position requires up to 10% travel to events, APS offices in Long Island, NY, College Park, MD, and Washington, DC, and other locations for meetings, training, and strategy sessions, as directed 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: $49,235/year - $67,083/year (USD) Target Starting Range: $49,235/year - $54,774/year (USD) Work Environment: As noted above, APS offers a “Remote First” workplace. Although our offices are located on Long Island, NY; Washington DC; and College Park, MD, 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. This is Us: Help us achieve our mission of advancing and diffusing the knowledge of physics for the benefit of humanity, promote physics, and serve the broader physics community. At APS, we: - Provide a welcoming and supportive professional home for an active, engaged, and diverse membership - Advance scientific discovery and research dissemination - Advocate for physics and physicists, and amplify the voice for science - Share the excitement of physics and communicate the essential role physics plays in the modern world - Promote effective physics education for all Core Values: Core values are essential to shaping the culture of an organization. They provide the structure and guidance for how we conduct ourselves in our day-to-day interactions. Every employee has a responsibility for upholding these values. The behaviors and actions associated with demonstrating competency in these Core Values are described in a separate document. Our Core Values: - Scientific Method - Trust, Integrity, and Ethical Conduct - Equity, Diversity, and Respect - Collaboration - Education and Learning - Speaking Out Amazing 2026 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 $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 - 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 hr@aps.org. 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.

Title:Senior Specialist, Registration and Housing ID:1470 Department:Meetings Location:Remote Job Description: 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 senior specialist registration and housing supports the successful delivery of APS meetings by independently managing registration and housing operations for assigned events. This role is responsible for configuring, testing, and maintaining registration and housing systems; coordinating with vendors and internal partners; reconciling financial and attendance data; and delivering high-quality service to APS members, attendees, and partners. This position requires strong operational judgment, technical proficiency with registration and housing platforms, and the ability to manage complex workflows across multiple meetings. The specialist operates with a high degree of autonomy and serves as a functional expert within the Meetings department and will oversee and manage onsite registration. 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: Registration and Housing Operations - Independently configure, test, and maintain registration and housing systems for assigned APS meetings. - Build registration forms, workflows, logic, and capacity controls aligned with meeting objectives. - Implement and enforce registration and housing policies to ensure consistency, accuracy, and compliance. - Serve as the primary operational contact for registration and housing issues for assigned meetings. - Serves as a functional expert within the Meetings department and will oversee and manage onsite registration. Housing management - Manage attendee, staff, and VIP housing processes, including room blocks, reservations, changes, and cancellations. - Maintain and validate housing databases and rooming lists; conduct reconciliations against hotel records. - Monitor cutoff dates, attrition, no-shows, and late arrivals; reconcile housing data and master bills. - Coordinate directly with hotel partners, housing bureaus, and vendors to resolve issues and ensure service delivery. Financial Reconciliation and Reporting - Process and reconcile registration payments and housing charges. - Prepare and validate post-meeting financial, attendance, and housing reports. - Monitor data integrity across registration, housing, and financial systems. On-site Operations and Customer Service - Participate in preproduction planning and on-site execution for APS meetings. - Generate badges, registration materials, and function counts; support waitlists and on-site registration. - Provide high-quality customer service via email, phone, and on-site support. - Support post-meeting activities, including refunds, cancellations, and data cleanup. - Lead the on-site registration and housing team for assigned events, providing direction and daily operational oversight to staff and temporary employees. Collaboration and Continuous Improvement - Partner with Meetings staff, Information Systems, Membership, Accounting, and Communications to ensure seamless operations. Identify opportunities to improve workflows, systems, and documentation. - Contribute subject-matter expertise to system testing, upgrades, and process improvements. - Track tasks and milestones using project management tools such as Asana. - Other additional duties as assigned Education: - Bachelor’s degree or equivalent experience. Experience, Knowledge, Skills, and Abilities: - Minimum of three years experience in meeting registration, housing operations, event management, or a related operational role. Experience with event registration and housing database management systems - Experience with Zoom, Google Suite Applications, Microsoft Office Applications, Salesforce, Nimble (Association Management System), CRM, Cvent, Housing & Membership databases and Asana preferred - Demonstrated supervisory or team leadership experience - Strong customer service orientation and ability to interact diplomatically with the public - Ability to remain composed and effective under pressure - Excellent organizational, documentation, and prioritization skills - Strong written and verbal communication skills - Exceptional attention to detail - Ability to adapt to rapidly changing schedules and priorities - Ability to work effectively both independently and with cross-departmental teams Travel: This is a remote-first position with occasional travel required (up to 30%). Travel will involve in-person meetings, event coordination, and attendance at conferences, meetings, training sessions, and strategy sessions at various locations, including APS offices in Hauppauge, NY, College Park, MD, and the Washington DC metro area. 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: $60,880/year - $82,949/year (USD) Target Starting Range: $60,880/year - $67,729/year (USD) Work Environment: As noted above, APS offers a “Remote First” workplace. Although our offices are located on Long Island, NY; Washington DC; and College Park, MD, 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. This is Us: Help us achieve our mission of advancing and diffusing the knowledge of physics for the benefit of humanity, promote physics, and serve the broader physics community. At APS, we: - Provide a welcoming and supportive professional home for an active, engaged, and diverse membership - Advance scientific discovery and research dissemination - Advocate for physics and physicists, and amplify the voice for science - Share the excitement of physics and communicate the essential role physics plays in the modern world - Promote effective physics education for all Core Values: Core values are essential to shaping the culture of an organization. They provide the structure and guidance for how we conduct ourselves in our day-to-day interactions. Every employee has a responsibility for upholding these values. The behaviors and actions associated with demonstrating competency in these Core Values are described in a separate document. Our Core Values: - Scientific Method - Trust, Integrity, and Ethical Conduct - Equity, Diversity, and Respect - Collaboration - Education and Learning - Speaking Out Amazing 2026 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 $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 - 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 hr@aps.org. 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.