Manager, Science and Research Communications - College Park, MD, United States - American Physical Society

Description

Location:
Remote

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.

The Meeting Manager supervises all aspects of assigned APS scientific meetings. This includes collaborating with program committees, managing logistics and budget for each meeting, and overseeing venue selection and contracting.

They ensure best practices and legal compliance, manage communication with internal departments, and contribute to the strategic planning process for continuous improvement.

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.


Meeting Strategy & Planning:
Presents data driven recommendations to stakeholders based on needs and budget.
Manages site selection and contracting process.
Ensures best practice, legal compliance and risk management in hotel and event venue contracting.

Contributes to the strategic planning process for all meetings and events to ensure continuous improvement and quality customer service.

Manages budget process for each meeting for the following year in time for APS budget review.

Logistics & Vendor Management:

Oversees and ensures all logistical details including room set-up, room assignments, audio visual, transportation, housing, food and beverage, support services for meetings are planned effectively.

Manages the meeting to budget seeking approval for overages and maintaining financial transparency.

Project Management & Communication:

Prepares and manages the timeline for each assigned meeting in the project management tool and ensures that deadlines are met.

Prepares a food and beverage grid to track and manage food and beverage expenses.
Reviews registration and guest room reservation pacing compared to prior years. Conducts Post-Convention meetings with all vendors and with stakeholders to assess performance and identify areas for improvement.
Collaborates with marketing to develop and implement post-meeting surveys.

Manages the set-up and operation of the meeting on-site and assists the Director or Associate Director with staff supervision on-site.

Arranges for housing management and temporary personnel for meetings as required.
Manages requests received from affiliate groups for satellite meetings, including logistics and confirmations.

Partners with Information Systems, Marketing and stakeholders on meeting web content (meeting announcements, gathers and provides text about events, gathers city information, post event locations, ensures web page is current).

Undertakes special projects and additional assignments to contribute to departmental success.
Bachelor's degree in related discipline. Certificate in Meeting Management (CMM)
Minimum of 5 years' in events management
Experience with scientific meetings.
Proficiency in Microsoft Office Suite products and Google Workspace and other relevant business software.
Software proficiency (CRM, Salesforce, project management software, e.g. Demonstrated meeting planning and project management experience.


Travel:
~ The Meetings Manager role is a remote-first role, primarily based from home within the United States, with significant travel, up to 40%, required for visiting client sites, conduct site and vendor assessments, occasional in-person consulting, and coordination at events, and participating in conferences, meetings, training, and strategy sessions at various locations including APS offices in Hauppauge, NY, College Park, MD, and the Washington DC metro area.

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.

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.

Target Starting Range:
$74,541/year - $83,858/year (USD)

As noted above, APS offers a "Remote First" workplace. 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.

Advance scientific discovery and research dissemination
They provide the structure and guidance for how we conduct ourselves in our day-to-day interactions. The behaviors and actions associated with demonstrating competency in these Core Values are described in a separate document.

The Scientific Method
Diversity, Inclusion, and Respect
Flexible schedules and ability to work remotely
~8% employer-paid retirement contribution
~ Medical benefits:
Employer contribution to FSA or HSA account, eligibility based on medical plan enrollment
~ Dental benefits:
individual coverage 100% employer paid
~ Supplemental Life & Accident insurance, including spouse & dependent child(ren) coverage
~ Disability insurance:
employee coverage 100% employer paid
~ Healthcare, Commuter & Dependent care flexible spending accounts
~ Generous holiday leave: 17 paid days of significance; College tuition reimbursement plan
~ Training and professional development; access to LinkedIn Learning on-demand courses
~ Employee Assistance Program
~ APS does not offer relocation assistance/costs

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.

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; 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.