Administrative Assistant to CIO & EIC

APS is seeking an Administrative Assistant to provide support to the Chief Information Officer and the Editor in Chief. The position is based at the APS Editorial Office in Ridge, New York (LI Expressway exit 68 - near Brookhaven National Laboratory). Job hours are full time, 9:00 a.m. - 5:00 p.m., Monday through Friday and can be flexible.

Responsibilities

  • Exercises primary responsibility for tracking all IT purchases, invoices, contracts, and leases ensuring proper approvals are obtained.  Works with external vendors to get price quotes, process invoices for payment, track license renewals and correct billing errors. Coordinates with the APS accounting department to ensure expenditures are allocated to the correct budget cost centers, timely payments are made, and all paperwork is appropriately retained.

  • Exercises primary responsibility for tracking the IT budget expenditures and providing reports to the Chief Information Officer of expenditures from IT budget categories and purchases made.

  • Assists in tracking of software licenses, maintenance agreements, and other renewals to ensure timely processing.

  • Assists Chief Information Officer in developing the annual IT budget.

  • Performs a full range of administrative tasks in support of the IT department and several departments within the APS Editorial Office including:

    • coordinating staff travel, internal meetings, hosted visits.

    • assisting with project-related document control including minutes, agendas, status reports, presentations, action items, correspondence, etc.

    • providing logistical arrangements, including virtual/conference calls, food and beverage, room setup, and other needs for departmental and other meetings

    • compiling and generating various ad hoc reports and conducts special ad hoc projects as requested.

Qualifications

Education: BS/BA required

Experience: Minimum three years administrative experience

Knowledge, Skills and Abilities:

  • Strong interpersonal skills

  • Proficiency in Microsoft office suite and Google Business Applications

  • Demonstrate excellent judgment, with a high degree of discretion and tact

  • Experience with purchase orders, invoicing, and vendor management

  • Strong organization, documentation, and prioritization skills

  • Strong written and verbal communication skills

  • Excellent attention to detail

  • Adaptable to change with ability to accurately work under pressure in meeting scheduled time frames.

  • Highly resourceful team-player with the ability to work independently and complete duties and projects with moderate supervision

To apply, email resume, and cover letter including salary expectations to recruit@aps.org.

About APS

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 over 55,000 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, D.C.

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APS is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.

EOE M/F/D/V