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Unit Relations Specialist

American Physical Society • Remote (College Park, Maryland, United States) • $49.92k - $68.02k / year • 2w ago

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 unit relations specialist provides administrative and operational support to executive committees, ensuring efficient coordination of meetings, communications, and events in alignment with APS policies. Serving as a liaison between the head of unit relations, internal teams, and volunteer leaders, this role facilitates resource access, supports unit elections, manages financial processes, and assists with honors activities. Additionally, the unit relations specialist oversees abstract processing, event logistics, and compliance with APS guidelines while ensuring smooth day-to-day operations for assigned units, apply today!

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:
Administrative support:
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Provide administrative support to the assigned executive committees, ensuring smooth day-to-day communication, operations, and volunteer engagement in accordance with APS policies.

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Organize and facilitate Chair-line and Executive Committee meetings, including agenda preparation, minute-taking, and follow-up.

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Provide responsive support for other Executive Committee-related tasks as needed.

•
Attend and coordinate logistics for unit and APS meetings as needed.

•
Provide additional support as assigned.

Operations Support

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Support unit elections, ensuring compliance with timelines and procedures in collaboration with Membership and Governance teams and policies.

•
Help create and update unit resources and procedures for future leaders.

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Provide onboarding support and APS resources to volunteer unit leaders as needed.

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Support assigned units' Secretary Treasurers with guidance to ensure policy alignment for funding activities, including processing reimbursements, managing invoices, and tracking financials with appropriate APS departments following APS policies.

Communication Support:
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Assist with unit communications (newsletters, social media, website updates) in collaboration with volunteers, Marketing, Communications, and Membership teams.

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Assist with unit and society honors activities, including canvassing efforts and Selection Committee meetings, nominee tracking, and communication.

Logistics Support:
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Support abstract and invited talk processes, ensuring accuracy and timely delivery in coordination with the Scientific Programs team.

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Support logistics management and APS Meetings resources for Division events, including scheduling and vendor communications.

Education:
•
High school graduate or General Equivalency Diploma (G.E.D.) required. Bachelor's degree preferred. Directly applicable experience may be accepted in lieu of a degree.

Experience, Knowledge, Skills, and Abilities:

Minimum 3 years professional work experience.
Proficiency in Microsoft Excel, Word, Google Suite including Gmail, PowerPoint, and Adobe X Pro.
Proficient computer skills to produce accurate and presentable data (forms, tables, and spreadsheets).
Familiarity with customer relation management systems (CRM) preferred (e.g. Salesforce and Nimble).
Service-oriented and personable team player with high degree of professionalism and commitment to confidentiality required.
Ability to adapt to changes in the work environment and schedules, prioritize responsibilities to work efficiently in a fast-paced environment and respond quickly to concerns.
Demonstrate strong attention to detail, organization and documentation skills.
Ability to meet deadlines with minimal supervision.
Strong written and verbal communication skills.
Ability to adapt to quickly changing schedules.
Ability to work well with interdepartmental teams as well as independently.
Experience with committees, nonprofit groups, volunteers, and operations is preferred.

Travel:
This position 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: $49,920/year - $68,016/year (USD)

Target Starting Range: $49,920/year - $55,536/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 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.

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