Head of Scientific Programs

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Head of Scientific Programs

Summary

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Description

Responsibilities:

• Hire, train, and supervise a high-performing staff.
• Develop and mentor team members, fostering a collaborative and productive work environment.
• Conduct performance evaluations, resolve disputes, and administer disciplinary actions.
• Strategically schedule scientific program production schedules to allow for changes and/or additions as well as overall team workflow.
• Oversee the creation and maintenance of online scientific programs, acting as a liaison to all departments within APS.
• Maintain responsibility for all aspects of the current abstract system, working closely with Information Systems during abstract processing and scientific program creation.
• Supervise the sending of author notifications and the coordination of published scientific programs.
• Oversee preparation for in-house or online abstract sorting.
• Oversee the abstract help desk functions, ensuring timely responses to all email and phone correspondence.
• Collaborate with the Technical Manager of Scientific Programs to maintain and update abstract user documentation, providing feedback to Abstract Management System vendors and APS IS staff to identify issues and recommend system enhancements.
• Collaborate with the Director of Meetings to ensure abstract policies and procedures are current and adhered to by abstract authors.
• Oversee the creation of Program Committee Handbook and websites.
• Collaborate with Operations Manager of Scientific Programs to generate and prepare reports, maintaining statistical data on abstract submissions.
• Ensure that abstract epitomes are archived in the Bulletin of the APS (BAPS).
• Oversee the administration of the meetings electronic abstract submission process, including creating meetings, processing abstracts.
• Oversee planning and execution of the volunteer abstract sorting process, author notifications, processing program updates for the website and mobile app, and publishing the meeting on the APS website.
• Provide support for heavy demand on abs-help and phone inquiries from submitting authors, responding to a wide range of technical questions.
• Provide leadership support onsite as needed at meetings.
• Undertakes special projects and additional assignments to contribute to departmental success.

Education:

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  Bachelor's degree or equivalent experience.

  
  

Experience, Knowledge, Skills, and Abilities:

• Minimum of 8 years of progressive experience in program management, preferably within an international, nonprofit science-related society.
• Minimum of 3 years of progressive management/supervisory experience.
• Software proficiency in CRM, Salesforce, project management tools (e.g., Asana).
• Familiarity with CVENT, Social Tables, Google Office, Microsoft Office Suite desired.
• Proficient data analysis and data visualization skills.
• Extensive experience in scientific program management. * Advanced project management experience.
• Proven leadership and team management skills.
• Ability to handle many tasks simultaneously.
• Solid computer skills, especially in Word and Excel * 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 collaboratively with diverse teams and stakeholders.
• Excellent problem-solving and decision making abilities.

Travel:

This is a remote-first position with occasional travel required (up to 20%). 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. Additional travel may be required 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: $106,992/year - $145,776/year (USD)

Target Starting Range: $106,992/year - $119,028/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:

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  Flexible schedules and ability to work remotely

  
  
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  8% employer-paid retirement contribution

  
  
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  Investment advisement services: 100% employer paid

  
  
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  Medical benefits: PPO or HDHP option

  
  
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  Employer contribution to FSA or HSA account, eligibility based on medical plan enrollment

  
  
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  Lifestyle Spending benefit up to $1,500.00 (USD) - 100% employer paid

  
  
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  Vision benefits: individual and dependent coverage 100% employer paid

  
  
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  Basic Life & Accident insurance: employee coverage 100% employer paid

  
  
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  Supplemental Life & Accident insurance, including spouse & dependent child(ren) coverage

  
  
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  Disability insurance: employee coverage 100% employer paid

  
  
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  Voluntary Accident & Critical Illness insurance

  
  
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  Healthcare, Commuter & Dependent care flexible spending accounts

  
  
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  Vacation: 15 days annually

  
  
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  Generous holiday leave: 17 paid office closures; includes one week closure at the end of December

  
  
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  Personal leave: 4 days annually

  
  
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  Volunteer leave: 1 day annually

  
  
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  Sick leave: 10 days annually

  
  
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  Bereavement & Compassion leave: 2 -15 days based on loss

  
  
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  12 weeks employer-paid family leave

  
  
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  College tuition reimbursement plan

  
  
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  Job related seminar & continuing education 100% employer paid

  
  
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  Professional Certification/Recertification 100% employer paid

  
  
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  Training and professional development; access to LinkedIn Learning on-demand courses

  
  
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  Employee Assistance Program

  
  
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  Mindfulness Meditation: live and on-demand classes

  
  
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  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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