Registration Coordinator

1 week ago

College Park, United States American Physical Society Full time

**Who we are**:
The American Physical Society is a nonprofit membership organization working to advance physics by fostering a vibrant, inclusive, and global community dedicated to science and society. APS represents more than 50,000 members, including physicists in academia, national laboratories, and industry in the United States and around the world.

**Position Summary**:
**Database Management**:

- Maintains accurate and up-to-date information in the event database (meeting dates, fees, workshops, etc.)
- Assists with testing and building the registration website in the event database.**Housing Management Support**:

- Supports housing for attendees and staff at various APS meetings.
- Acts as the point of contact for all housing requests, collecting necessary information and securing reservations.

**Registration Process**:

- Responds to inquiries and provides customer support to members regarding registration.
- Assists with building the registration framework in the database (categories, pricing, options).
- Participates in pre-production planning for the registration process.
- Processes and reconciles payments for all registrations.
- Maintains function counts and wait lists for limited capacity events.
- Assists in generating attendee badges and preparing registration packets.
- Orders supplies for registration processing.**Logistics & Reporting**:

- Coordinates shipping of meeting materials to and from meetings.
- Supports onsite clean-up activities, processing refunds, and entering on-site registrations.
- Generates final reports on attendance, workshops, and finances.
- Checks reports (on-line & in-house) regularly to ensure data integrity.
- Tracks tasks and goals in Asana for internal and cross-departmental collaboration.

**Additional Tasks**:

- Performs onsite meeting functions such as training temporary staff and distribution of registration materials.
- Participate in staff, team and department planning meetings to contribute to the overall strategy.
- Engage in cross-departmental collaboration to ensure successful project outcomes.
- Assists with the development of the registration forms and meeting badges.
- Performs other duties as assigned.

**Education**:

- High school diploma or equivalent required.

**Experience, Knowledge, Skills, and Abilities**:

- Minimum of 3 years' of experience in data entry, customer service, or relevant work.
- Ability to handle many tasks simultaneously.
- Proficiency in Microsoft Office Suite products and Google Workspace and other relevant business software.
- Software proficiency (Association Management Systems experience, CRM, Salesforce - Nimble AMS, Google Workspace, Microsoft Office, project management software, e.g. Asana).
- Strong organization, documentation, and prioritization skills.
- Strong written and verbal communication skills.
- Excellent attention to detail.
- Ability to adapt to quickly changing schedules.
- Ability to work well with interdepartmental teams as well as independently.
- Demonstrated project management experience.

**Travel**: This is a remote-first position with occasional travel required (up to 30%). Travel will involve in-person meetings, event coordination, and attendance at conferences, meetings, training sessions, and strategy sessions at various locations, including APS offices in Hauppauge, NY, College Park, MD, and the Washington DC metro area.

**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**: $40,950/year - $45,556/year (USD)

**Target Starting Range**: $40,950/year - $55,793/year (USD)

**Work Environment**:
As noted above, APS offers a “Remote First” workplace. Although our offices are located on Long Island, NY; Washington DC; and College Park, MD, 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.

**At APS, we**:

- Provide a welcoming and supportive professional home for an active, engaged, and diverse membership
- Advance scientific discovery and research dissemination
- Advocate for physics and physicists, and amplify the voice for science
- Share the excitement of physics and communicate the essential role physics plays in the modern world
- Promote effective

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