Description
Human Resource Coordinator
Who we are:
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.
Position Summary:
The human resource coordinator ensures accurate data entry and updates to Human Resource Information System (HRIS) and other systems, ensuring employee support on various human resource (HR) topics and responding to routine staff queries. Complex issues are escalated to the appropriate HR staff. The position includes preparing payroll documents and letters, generating HRIS reports, and maintaining up-to-date electronic files in accordance with HR policies. In-person support is provided for meetings at the APS DC or College Park offices. The role also includes reviewing timecards, resolving issues with employees and supervisors, and auditing payroll data. Other tasks include scheduling the chief executive human resource officer’s (CHRO) calendar, HR meetings, and staff events, verifying time-off requests for payroll, and offering general administrative support to the HR team, with additional duties as assigned, apply today!
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. APS offers a dynamic work environment with an outstanding total compensation package, including salary, outstanding benefits, and excellent paid time off.
Responsibilities:
- Data entry - ensures accurate changes/updates into HRIS and other systems.
- Provide employee support on various HR related topics and respond to routine staff email queries. Escalate complex and/or sensitive issues to the appropriate HR staff.
- Prepare electronic payroll documents and letters as directed with ability to create HRIS reports.
- Maintain electronic files, ensuring they are up-to-date and contain all documents consistent with HR policy and procedures. Ensure filing is done on a consistent basis to avoid a backlog.
- Provides in person support for setting up of meetings at APS DC or College Park offices.
- Prepare payroll documents, review timecard accuracy, identify and resolve issues with employees and supervisors. Create and generate routine and ad hoc reports from the database as requested and audit data as necessary to ensure accuracy.
- Scheduling of CHRO’s calendar, HR meetings, and staff events.
- Verify Time off requested via HRIS (ADP) for payroll processing.
- Provide general administrative and coordination support for the HR team.
- Additional duties as assigned.
Education:
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High School Diploma or graduation equivalent required, Associate’s degree preferred.
Experience, Knowledge, Skills, and Abilities:
- Minimum 3 years professional work experience.
- Proficiency in Microsoft Excel, Word, Google Suite including Gmail, PowerPoint,Adobe X Pro, Org Chart Software.
- Proficient computer skills to produce accurate and presentable data (forms, tables, and spreadsheets).
- HRIS experience is preferred.
- Service-oriented and personable team player with high degree of professionalism and commitment to confidentiality required.
- Ability to adapt to changes in the work environment and schedules, prioritize responsibilities to work efficiently in a fast-paced environment and respond quickly to concerns.
- Demonstrate strong attention to detail, organization and documentation skills.
- Ability to meet deadlines with minimal supervision
- Strong written and verbal communication skills.
- Ability to adapt to quickly changing schedules.
- Ability to work well with interdepartmental teams as well as independently.
Travel:
This position requires up to 10% travel to attend events and meetings, including travel to APS offices in Long Island, NY; Washington DC; and College Park, MD, as well as other off-site locations for periodic meetings and training sessions. Additional travel may be required as assigned 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: $48,263/year - $65,757/year (USD)
Target Starting Range: $48,263/year - $53,691/year (USD)
Work Environment:
As noted above, APS offers a “Remote First” workplace. Although our offices are located on Long Island, NY, College Park, MD and Washington DC, 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.
Our Core Values:
- The Scientific Method
- Truth and Integrity
- Diversity, Inclusion, and Respect
- Partnering, Cooperation, and Open Collaboration
- Speaking Out
- Education and Learning
Amazing 2025 Benefit Offerings:
- Flexible schedules and ability to work remotely
- 8% employer-paid retirement contribution
- Investment advisement services: 100% employer paid
- Medical benefits: PPO or HDHP option
- Employer contribution to FSA or HSA account, eligibility based on medical plan enrollment
- Lifestyle Spending benefit up to $2000.00 (USD) - 100% employer paid
- Dental benefits: individual coverage 100% employer paid
- Vision benefits: individual and dependent coverage 100% employer paid
- Basic Life & Accident insurance: employee coverage 100% employer paid
- Supplemental Life & Accident insurance, including spouse & dependent child(ren) coverage
- Disability insurance: employee coverage 100% employer paid
- Voluntary Accident & Critical Illness insurance
- Healthcare, Commuter & Dependent care flexible spending accounts
- Vacation: 15 days annually
- Generous holiday leave: 17 paid days of significance; includes one week closure at the end of December
- Personal leave: 4 days annually
- Volunteer leave: 1 day annually
- Sick leave: 10 days annually
- Bereavement & Compassion leave: 2 -15 days based on loss
- 12 weeks employer-paid family leave
- College tuition reimbursement plan
- Job related seminar & continuing education
- Professional Certification/Recertification 100% employer paid
- Training and professional development; access to LinkedIn Learning on-demand courses
- Employee Assistance Program
- Mindfulness Meditation: live and on-demand classes
- 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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