Operations Administrator

Operations AdministratorThe 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.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: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, 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 activitiesSupport 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. officeAssist 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 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: $66,870/year - $91,110/year (USD)Target Starting Range: $66,870/year - $74,393/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 membershipAdvance scientific discovery and research disseminationAdvocate for physics and physicists, and amplify the voice for scienceShare the excitement of physics and communicate the essential role physics plays in the modern worldPromote effective physics education for allCore Values:Scientific MethodTrust, Integrity, and Ethical ConductEquity, Diversity, and RespectCollaborationEducation and LearningSpeaking OutAmazing 2026 Benefit Offerings:Flexible schedules and ability to work remotely8% employer-paid retirement contributionInvestment advisement services: 100% employer paidMedical benefits: PPO or HDHP optionEmployer contribution to FSA or HSA account, eligibility based on medical plan enrollmentLifestyle Spending benefit up to $1,500.00 (USD) - 100% employer paidVision benefits: individual and dependent coverage 100% employer paidBasic Life & Accident insurance: employee coverage 100% employer paidSupplemental Life & Accident insurance, including spouse & dependent child(ren) coverageDisability insurance: employee coverage 100% employer paidVoluntary Accident & Critical Illness insurance