Openings >> Development Assistant
Development Assistant
Title:Development Assistant
Job Type:Non-exempt (hourly)
Posting Date:10/13/2022
Location:College Park, MD

*The American Institute of Physics (AIP) requires COVID-19 vaccination for all positions effective January 3, 2022. Individuals with a disability or a religious reason preventing them from taking the vaccine may request an accommodation.


The American Institute of Physics Foundation (AIPF) is seeking an experienced professional to support the Development team. The Development Assistant will play a critical role in supporting AIPF as they work toward achieving their mission of cultivating a culture of philanthropy, strengthening connections to donors, and increasing development actions. The Development Assistant will also support the TEAM-UP Together campaign as it strives to increase diversity in the world of physics.
As the Development Assistant you will oversee duties such as scheduling meetings (in person and virtual), calendar management, travel planning, expense reconciliation, managing invoices with vendors, assembling donor/prospect/marketing materials and event planning; in addition to the coordinating with the TEAM-UP Together campaign and helping to cultivate donor relationships. You will provide crucial administrative support to the AIP Foundation team: Executive Director, Director of Development, Director of Annual Giving, Director of Strategy and Research and the Development Coordinator II. 

The AIP Foundation believes that in-person collaboration is valuable; therefore, they currently operate under a hybrid environment.  On this team, there is flexibility to work remotely as well as in the office. Right now, the AIP Foundation team is on-site one day per week; the Development Assistant would be expected to report to the office in College Park, MD at least once per week. 



  • Maintain database of vendors and reconcile credit card expenses monthly in accordance with AIP Foundation’s financial procedures and fundraising strategy;
  • Assist the AIP Foundation staff with daily/weekly schedules and advance planning, including time and calendar management, preparation for meetings, planning logistics, developing agendas and coordinating with other teams to ensure all briefing materials are complete;
  • Plan and coordinate travel and itineraries for AIP Foundation Staff, AIP Foundation Board of Trustees and/or special guest (travel itineraries, air and ground transportation, and hotels etc.) as needed;
  • Support the AIP Foundation team with preparations for Board of Trustee meetings and other collaborative meetings, including note taking, assembling board materials, and general meeting preparation;
  • Provide support for cultivation and stewardship events;
  • Manage all AIP Foundation paper and digital files, receive and process incoming and outgoing mail, receive and answer incoming phone/email communications for the foundation.


  • Minimum High School Diploma and 3 years of relevant experience.


  • Minimum three (3) years of administrative or support work for executive level personnel (preferably within the nonprofit sector);
  • One year experience with CRM Database (Raiser’s Edge preferred);
  • Demonstrated ability to multitask and prioritize competing deadlines;
  • Demonstrated ability to handle confidential information;
  • Proficiency in Microsoft Office software;
  • Proven ability to communicate clearly both written and orally.


The American Institute of Physics (AIP) was founded in 1931. At the urging of a report from the American Physical Society and with initial funding from the Chemical Foundation, leaders of American physics formed a corporation for the “advancement and diffusion of knowledge of the science of physics and its application to human welfare,” especially by achieving economies in the publishing of journals and the maintenance of membership lists. This new federation of societies was also formed to provide a common organizational home for the emerging new physics-associated scientific societies that were being formed at the time. At the time of its formal incorporation in 1932, AIP comprised five such societies with a total membership of 4,000 individuals.
From the outset, AIP published journals on behalf of its Member Societies, as well as publishing journals owned by the Institute. Starting around 1950, the revenue generated from publications enabled the Institute to hire staff dedicated to programs that served more broadly the Member Societies, individual physicists, and the public at large. Several programs were added in the areas of education and careers, statistics, industry outreach and history. Other programs were developed in the coming decades in the areas of science news, media, and government relations.
Today, AIP is a federation of 10 Member Societies which in turn have more than 115,000 members across the globe. Since 2013, AIP Publishing—a wholly-owned but independently operated subsidiary LLC—continues to publish AIP journals and journals of five of AIP Member Societies. In addition, in 2019 AIP Foundation was added to the AIP family of organizations. Since AIP is the parent organization, and noting that each of AIP Publishing and AIP Foundation have their own Boards, the financials of all three organizations are consolidated into AIP’s financial reports annually.
Through their partnership in AIP, all 10 Member Societies broaden their impact and achieve results beyond their individual missions and mandates. AIP also acts as an independent institute where research in social science, policy, and history advances the discipline of the physical sciences. Together, AIP and its 10 Member Societies convey a unifying message for stakeholders in government, academia, the nonprofit and private sectors, the student and teacher communities, and the general public.


AIP Foundation was established in 2019 to amplify the Institute's development actions, cultivate a culture of philanthropy, and strengthen connections to donors. It is a 501(c)3 supporting organization with a single member, AIP. It is governed by a Board of Trustees who are appointed by AIP’s Board of Directors. The AIP Board of Directors established a board designated fund to cover five years of AIP Foundation operations (2019-2024). AIP Foundation is staffed under an agreement with AIP.
AIP Foundation’s current scope includes raising support for AIP’s Center for History of Physics, the Niels Bohr Library & Archives, the Society of Physics Students (SPS) and the associated Sigma Pi Sigma honor society, and Diversity Initiatives such as Team-Up Together. As the leader of AIP Foundation, the Executive Director is charged with positioning AIP Foundation for success in this initiative. To date, AIP Foundation has had one Executive Director.

Why Work for AIP?

AIP wants you to be safe!

During the COVID-19 pandemic AIP took appropriate steps to ensure the safety of all AIP staff by providing a flexible approach to remote work that ensured a safe and productive workforce could continue to pursue our mission and provide continued value to our stakeholders. The safety, health, and wellbeing of our staff are of the utmost importance to our Institute.

In addition to your safety, AIP wants you to love working at the Institute, and we have a workplace culture that supports that goal. With our commitment to community service, institute-wide social opportunities, and ongoing Learning and Development, we work hard to make sure AIP is a rewarding place to work. Did we mention that you will work with amazingly talented colleagues in a variety of departments? The American Institute of Physics offers excellent benefits including medical, dental, vision, retirement, tuition assistance, on-site fitness center, and metro access.  Learn more at 

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

AIP is an Affirmative Action and Equal Opportunity Employer  
EOE, including disability/Vets

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