Operations Administrator

APS•Washington, DC

9d•Hybrid

About The Position

The Operations Administrator supports the Chief External Affairs Officer (CEAO) in managing the day-to-day administration of the APS Office of External Affairs (OEA). The role helps ensure effective operations across Public Affairs, International Affairs, and Development, coordinating activities, managing budgets, supporting office logistics, and advancing departmental goals and initiatives. It requires autonomy, sound judgment, discretion, and collaboration with OEA leadership. The position requires working in the Washington, DC office at least three days per week, with additional office days depending on team needs. APS describes its workplace as “remote first,” with most staff working primarily remotely from locations in the United States. The role requires up to 20% travel for events and meetings, including to APS offices and other off-site locations. APS is flexible about work hours but expects responsiveness during core Eastern Time workday hours.

Requirements

Bachelor’s degree; directly applicable experience may be considered in lieu of a degree.
At least five years of progressive administrative experience, including responsibility for managing complex projects and office operations.
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.
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.
Experience planning and executing meetings, events, and large-scale initiatives with attention to logistics and accuracy.
Exceptional written and verbal communication skills, including precision in drafting, editing, and preparing executive-level correspondence and reports.
Sound judgment and problem-solving abilities, including the 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 and ability to consistently meet 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.
Ability to travel up to 20% for events and meetings, with additional travel as assigned.
Ability to work in the Washington, DC office at least three days per week, with additional office days as team needs require.

Nice To Haves

Project Management Professional (PMP), Certified Associate in Project Management (CAPM), or similar certification.
Familiarity with nonprofit organizational structures and operations.
Experience with project management systems such as Asana.

Responsibilities

Support the CEAO in overseeing the activities and operations of Public Affairs, International Affairs, and Development.
Maintain awareness of OEA budgets and provide administrative and financial support to the directors of Public Affairs, International Affairs, and Development.
Manage calendars, schedule internal and external meetings, arrange travel, and process expense reports.
Order office supplies and coordinate with vendors.
Plan and support special events, and schedule facilities and accommodations for in-person and virtual meetings.
Coordinate and facilitate OEA-wide staff meetings and communications.
Provide administrative assistance to the Directors of Public Affairs, International Affairs, and Development on departmental activities.
Support OEA committees, the Congressional Science Fellowship, grassroots advocacy events, 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, DC office.
Assist Directors with 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 while assisting OEA departments.
Monitor and manage the DC office budget and accounts, using sound judgment and discretion in spending and procurement decisions.
Oversee projects and processes requiring autonomy, independent judgment, and self-direction, making operational and financial decisions within established guidelines.
Support staff development initiatives and help identify learning and growth opportunities.
Maintain a positive and professional office environment that promotes collaboration, organization, communication, and safety.
Handle matters confidentially, discreetly, and professionally.
Perform related duties and special projects assigned by the CEAO, in collaboration with OEA directors as needed.

Benefits

Flexible schedules and ability to work remotely.
8% employer-paid retirement contribution.
Investment advisement services, 100% employer paid.
Medical benefits with PPO or HDHP options.
Employer contribution to an FSA or HSA account, subject to medical plan enrollment.
Lifestyle Spending benefit up to $1,500, 100% employer paid.
Vision benefits for individual and dependent coverage, 100% employer paid.
Basic Life and Accident insurance for employee coverage, 100% employer paid.
Supplemental Life and Accident insurance, including spouse and dependent child coverage.
Disability insurance for employee coverage, 100% employer paid.
Voluntary Accident and Critical Illness insurance.
Healthcare, Commuter, and Dependent Care flexible spending accounts.
15 vacation days annually.
17 paid office closures, including a one-week closure at the end of December.
4 personal leave days annually.
1 volunteer leave day annually.
10 sick leave days annually.
Bereavement and Compassion leave of 2–15 days, based on loss.
12 weeks of employer-paid family leave.
College tuition reimbursement plan.
Job-related seminars and continuing education, 100% employer paid.
Professional certification and recertification, 100% employer paid.
Training and professional development, including access to LinkedIn Learning on-demand courses.
Employee Assistance Program.
Live and on-demand mindfulness meditation classes.