Operations and Inventory Specialist

Society for Science is dedicated to expanding scientific literacy, access to STEM education and scientific research for more than 100 years. As a nonprofit 501(c)(3) membership organization, our mission promotes the understanding and appreciation of science and the vital role it plays in human advancement: to inform, educate, and inspire. We are best known for our award-winning magazine, Science News, our world class science research competitions and our outreach and equity STEM Programs making sure that every young person can strive to become an engineer or scientist.

The Society seeks an Operations and Events Specialist.  As a member of the Events and Operations Department, this person will report to the Chief of Event Planning and Operations.  The Events and Operations Department is a 7-person team that provides general support for the whole organization as well as with our external events and Educational Programs.  

Job Responsibilities: 

Inventory Management/Shipping and Receiving/Freight Management

  • Receive FedEx, UPS, freight, and USPS packages/mail from carriers daily 
  • Check in materials to ensure accurate counts and satisfactory condition
    • Follow up with internal partners as to arrival status and location of items
      • Add to inventory in Airtable (the Society’s inventory management system) if warranted/or update Teams
  • Oversee all materials and supplies housed at the Society’s warehouse and offices
  • Ensure that inventory is always accurate and up-to-date
  • Label and place all materials in their rightful place
  • Conceive of ways to otherwise keep track, manage materials and goods
  • Archive materials after every event
  • Replenish depleted materials after every event
  • Retrieve and mark off all Society owned items from venues and return to inventory
  • Load data into Airtable (the Society’s inventory management system) and otherwise update relevant tasks in Teams
  • Procure materials needed to support mailings
  • Manage office supplies and monthly inventories of such

Meeting and Event Support

  • Update all supply lists and follow up with internal partners to ensure needs are met
  • Ensure that all supplies are procured in a timely manner and cost effectively
  • Provide on-site support during meetings and conferences including 
    • Assemble, procure, and itemize materials for upcoming events 
    • Move materials via truck to and from warehouse to venues
    • Place materials in correct locations on the expected day/time
    • Set up and strike tables, chairs, graphics etc. 
    • Move materials and swag between venues

Mailings Support

  • Enter and track all mailings and materials in Teams
  • Ensure that the mailing schedule is met

Other duties in support of the team include on occasion

  • Covering the switchboard
  • Providing customer support for building operations including requests for supplies, office set ups, ensuring the buildings are in good working order
  • Picking up mail from the Post Office
  • Processing mail and packages for delivery
  • Assist staff with office moves including moving boxes and furniture
  • Set up and strike chairs and tables for internal events


  • Must be able to work extended hours during peak seasons. 
  • Must be able to work approximately six weekends during the year in support of the organization’s programs including 2 weeks a year away from the DC area
  • Detail oriented with strong organization skills.
  • Must be a self-starter.

Supervisory Responsibility


Work Environment

While performing the duties of this job, the employee usually works in an office / warehouse setting. Our office is located near the Dupont Circle and Farragut North Metro stations.

Physical Demands

  • Must be able to lift up to 30 pounds and have the ability to walk up/down stairs (The Society is housed in two historical townhouses with no elevator available). 
  • While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel or operate objects, tools or controls, and reach with hands and arms.  

Position Type and Expected Hours

This is a full-time, in person, non-exempt position. Days and hours of work are Monday through Friday during normal office hours of the Society.  The normal business hours of the Society are 8:30 a.m. – 5:00 p.m. EST.

Required Education and Experience

  • High School Diploma or GED
  • 2-3 years of work experience preferred. 
  • Driver’s License 
  • Clean driving record
  • Ability to drive a forklift and a box truck desired. 
  • Intermediate Experience with Outlook, Word, Excel, Microsoft Teams.

Additional Information

Society for Science has mandated the COVID-19 vaccine for employees coming into the office and attending Society events. Exceptions to the vaccine requirement may be provided to individuals for religious beliefs or medical reasons. 

How to Apply

Please apply through Applicant Pro:

Submit a professional resume and cover letter to be considered for this position.

EEO Statement

The Society is an Equal Employment Opportunity Employer

Society for Science is committed to equal employment opportunity.  In order to provide equal employment and advancement opportunities to all individuals, the Society does not discriminate against employees or applicants for employment on any legally recognized basis, including but not limited to: veteran status, race, color, religion, gender, marital status, sexual orientation, gender identify or expression, ancestry, national origin, disability, personal appearance, family responsibilities, matriculation, political affiliation, age and/or any other categories protected by the laws of the United States or the District of Columbia.

Other Duties

Please note that this job description is not designed to cover every duty, responsibility, and activity that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.