Registration Coordinator

Responsibilities:

Database Management:

• Maintains accurate and uptodate information in the event database (meeting dates fees workshops etc.)
• Assists with testing and building the registration website in the event database.
• May serve as a registration subject matter expert.

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

Logistics & Reporting:

• Coordinates shipping of meeting materials to and from meetings.
• Supports onsite cleanup activities processing refunds and entering onsite registrations.
• Generates final reports on attendance workshops and finances.
• Checks reports (online & inhouse) regularly to ensure data integrity.
• Tracks tasks and goals in Asana for internal and crossdepartmental 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 crossdepartmental collaboration to ensure successful project outcomes.
• Assists with the development of the registration forms and meeting badges.
• Performs other duties as assigned.

• High school graduate or General Equivalency Diploma (G.E.D.) required.

• 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 remotefirst position with occasional travel required (up to 30%). Travel will involve inperson 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:$40950/year $55793/year (USD)

Target Starting Range:$40950/year $45556/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.


Our Core Values:

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

Amazing 2025 Benefit Offerings:

• Flexible schedules and ability to work remotely
• 8% employerpaid 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 employerpaid 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 ondemand courses
• Employee Assistance Program
• Mindfulness Meditation: live and ondemand 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 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.