Administrative Coordinator- Onsite - American Institute of Physics

Administrative Coordinator -Onsite

Are you looking to gain a career start or further your experience in a professional setting?

AVS is seeking an enthusiastic, organized, and self-motivated Administrative Coordinator to support the operations of our New York office. This is a full-time in-person position in a small office and is ideal for someone interested in a professional opportunity with long-term career growth potential. The role will report to the Chief Operating Officer

What You’ll do:

Events Administrative Support:

• Provide administrative support for COO in daily management of Society activities.
• Assist with office operations, learning the activities of key AVS areas, and providing support, as needed.
• Work with the COO to review and improve the efficiency of the operation while striving to develop a solid understanding of all key areas.
• Help manage the AVS operations calendar, coordinate and schedule Zoom events and other appointments.
• Draft, review, and send correspondence on behalf of COO.
• Proofread all important Society communications, as requested.
• Manage the calendar and schedule of the COO.
• Assist with developing an effective organizational system for the office and ensuring that all remains in good order.
• Manage e-Time submissions for bi-weekly staff attendance.

Special Projects:

• Assist with program development and logistical details required in the execution of all AVS-managed conferences. This will include processing abstracts, invited speaker management, generating program files, and working with Web/IT team on mobile app/scheduler updates.
• Participate in Committee meetings and Zooms, as requested by COO.
• Develop an understanding of AVS through the review of minutes and other Society communications to facilitate the ability to connect dots and read between the lines.
• Assist with preparations for annual recognitions, tokens of appreciation, and other special giveaways for Society leaders.
• Provide support for AVS quarterly Board Meetings - gathering documents, preparing Board reports file, and assisting with logistical coordination.
• Assist with the review and updates of the AVS Policy & Procedures and Board Manuals.
• Prepare meeting itineraries for Society leadership.
• Provide support to the Membership, Short Course, and Events teams in the execution of those activities when additional assistance is needed.
• Provide back-up/overload support to office staff and assist in all office (team) projects. Be prepared to assist to a greater extent during staff vacations or extended absences, as requested by the COO.

What you’ll bring:

• Bachelor’s degree in business, communications or related field of study or equivalent experience.
• Strong customer service skills.
• Ability to pay close attention to detail and read between the lines.
• Excellent time management and organizational skills, with the ability to multitask and manage multiple deadlines.
• Ability to be a team player but also work independently.
• Exceptional verbal and written communication skills.
• Computer proficiency in Microsoft Office Word, Excel, and PowerPoint
   

To Apply:

Candidates should complete the entire application, upload a cover letter and a resume (incomplete proposal packets will not be considered for employment). A writing sample will also be requested.

What is AVS?

AVS, a member society of the American Institute of Physics (AIP), is a 501(c)(3) interdisciplinary, professional Society with offices in New York, North Carolina, and California. AVS, previously referred to as the American Vacuum Society, supports networking among academic, industrial, government, and consulting professionals involved in a variety of disciplines - chemistry, physics, biology, mathematics, all engineering disciplines, business, sales, etc. through common interests related to the basic science, technology development, and commercialization of materials, interfaces, and processing. Each year, AVS hosts local and international meetings, publishes five journals, honors members through its awards and recognition program, provides training, and offers career services. Founded in 1953, AVS is organized into technical divisions and technical groups that encompass a range of established as well as emerging science and technology areas. There are also regional chapters, international chapters and affiliates, and student chapters that promote communication and networking for professionals and students within a geographical region. AVS is comprised of approximately 4,000 members worldwide.

Why Work for AVS?

AVS wants you to love working for the Society, and we have a workplace culture that supports that goal. We offer the opportunity to be part of a team of exceptional volunteers and staff members who work together to develop, create, and support numerous exciting products and services. We pride ourselves on our ability to network and collaborate in a positive and productive environment and we work hard to make sure AVS is a rewarding place to work.

We offer a comprehensive and generous total compensation package, including multiple healthcare options with strong coverage, tuition assistance, generous PTO, and an outstanding retirement plan.

Diversity Welcome!

We encourage and invite people from diverse backgrounds to apply and join our team. All applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, age, creed, marital status, gender identity or expression, political affiliation, personal appearance, national origin, ancestry, protected veteran status, physical or mental disability.

Learn more about AVS at

AVS is an Affirmative Action and Equal Opportunity Employer

EEO/AA/ADA/V