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:
The Registration Coordinator, reporting to the Registration Manager, will oversee the efficient and streamlined registration process for APS meetings, serving nearly 30,000 physicists annually. As the first point of contact, this role encompasses database management, facilitating housing arrangements, responding to attendee inquiries (phone, email, in-person), processing payments, and coordinating registration logistics. On-site travel to APS meetings is required to provide hands-on registration support.

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.

Database Management:
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Maintains accurate and up-to-date information in the event database (meeting dates, fees, workshops, etc.)

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Assists with testing and building the registration website in the event database.

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May serve as a registration subject matter expert.

Housing Management Support:
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Supports housing for attendees and staff at various APS meetings.

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Acts as the point of contact for all housing requests, collecting necessary information and securing reservations.

Registration Process:
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Responds to inquiries and provides customer support to members regarding registration.

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Assists with building the registration framework in the database (categories, pricing, options).

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Participates in pre-production planning for the registration process.

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Processes and reconciles payments for all registrations.

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Maintains function counts and wait lists for limited capacity events.

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Assists in generating attendee badges and preparing registration packets.

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Orders supplies for registration processing.

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Processes new and existing registrations from various channels (online, fax, email).

Logistics & Reporting:
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Coordinates shipping of meeting materials to and from meetings.

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Supports onsite clean-up activities, processing refunds, and entering on-site registrations.

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Generates final reports on attendance, workshops, and finances.

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Checks reports (on-line & in-house) regularly to ensure data integrity.

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Tracks tasks and goals in Asana for internal and cross-departmental collaboration.

Additional Tasks:
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Performs onsite meeting functions such as training temporary staff and distribution of registration materials.

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Participate in staff, team and department planning meetings to contribute to the overall strategy.

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Engage in cross-departmental collaboration to ensure successful project outcomes.

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Assists with the development of the registration forms and meeting badges.

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Performs other duties as assigned.

Education:

High school diploma or equivalent required.

Experience, Knowledge, Skills, and Abilities:

Minimum of 1 year 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 - $55,793/year (USD)

Target Starting Range: $40,950/year - $45,556/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 physics education for all

Core Values:
Core values are essential to shaping the culture of an organization. They provide the structure and guidance for how we conduct ourselves in our day-to-day interactions. Every employee has a responsibility for upholding these values. The behaviors and actions associated with demonstrating competency in these Core Values are described in a separate document.

Our Core Values:

Scientific Method
Trust, Integrity, and Ethical Conduct
Equity, Diversity, and Respect
Collaboration
Education and Learning
Speaking Out

Amazing 2024 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. #LI-SB1

PM21 #LI-SB1

American Physical Society jobs

Registration Coordinator