Administrative, Clerical, Support, Meetings/Expositions/Events, Project Management/Program Development
4 Year Degree
Oversees the Coordinator Team (CT) workload assignments, with assistance from senior coordinators.
Proactively identifies problems involving the CT and implements solutions, with assistance from senior coordinators.
Mentors coordinators to develop their skills in managing tasks, managing up, managing down, and other areas critical to effective job performance, with assistance from senior coordinators.
Serves as a back-up Coordinator for all department projects
Manages interactions with other APS departments and problem-solves difficulties
Manages the implementation of project management processes
Manages department budgets for APS cost centers
Manages staff time budgets and time tracking processes
Manages organization of the department Google Drive and other documents
Manages general department activities, i.e. staff meetings, booth, storage, volunteer gifts, etc.
Develops process improvements and consults with department staff to ensure workable solutions
Engages department staff to assist with department operations as appropriate
Develops and maintains department policies and procedures
Manages staff training and orients staff to new department procedures and policies
Assists with hiring and on-boarding for all department staff
Serves as an assistant to the Director
Education: Bachelor’s degree required.
Certification: Certification in project management preferred but not required.
Experience, Knowledge, Skills and Abilities:
Minimum 5 years of high level administrative work experience (e.g. assisting C-level executives) and/or coordination of complex programs, or demonstrated skills/expertise in this area.
Minimum 3-5 years of management experience required, and demonstrated skills/expertise in this area that resulted in positive, sustained staff performance outcomes.
Must be able to work independently with little or no supervision for extended periods, proactively identify and respond to needs, and exercise judgment.
Must have ability to take initiative in identifying and responding to issues as they arise.
Must have the ability to handle several complex projects simultaneously.
Must understand and apply basic supervisory principles involved in motivating people, resolving conflicts, allocating resources, modeling desired behaviors, and coordinating people and tasks.
Must be able to take into account individual differences in personality, interests, and abilities when directing people as they work and identifying the best people to do various jobs.
Must be proficient in commonly used technology platforms and procedures in the department, including Google drive, Gmail, MS Word/Excel/Powerpoint, Adobe Acrobat, and other frequently used software.
Needs to be familiar with basic principles of electronic file organization, writing for the web, and managing electronic communications.
Needs to be familiar with basic principles of project management and their application to managing education and diversity programs.
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.
About American Physical Society
The American Physical Society (www.aps.org) is a non-profit 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 over 54,000 members, including physicists in academia, national laboratories and industry in the United States and throughout the world. Society offices are located in College Park, MD (Headquarters), Ridge, NY, and Washington, DC.