Registration Manager

Do you like to travel? Want to join a dynamic team that leads the planning process for meetings that informs the public about the importance of physics? Then joining the APS Meetings Department, which hosts annual meetings attended by thousands of physicists, scientists, and journalists as the Meetings Manager is ideal for you. By working as a Registration Manager, you would be a key team member who is responsible for  managing all aspects of the registration process and all related tasks for APS General Meetings, Divisional Meetings, Section Meetings and other meetings as required. So join us at APS, a 124-year-old non-profit membership organization with a diverse team of professionals who truly enjoy what they do!

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. This position could require at times in office work, travel to various geographic events and meeting attendance as instructed by your Supervisor. 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.

Responsibilities: 

Project Management:

• Leads all aspects of registration for APS Meetings in the event database relative to meeting dates, registration fees, tutorials, banquets, capacities for special workshops, including updating and troubleshooting and serves as the registration subject matter expert.
• Drives innovative thinking to deliver an efficient registration process both online and on-site and improve the overall customer experience.
• Builds registration framework based on the meeting organizers needs utilizing the event database.
• Organizes and participates in pre-production planning meetings and execution with the meeting organizers and internal departments.
• Collaborates with meeting staff to establish rates, understand the event objectives and related registration requirements to effectively build the registration sites with appropriate design, form logic, and questions.
• Enters registrations and maintains registration database
• Processes and reconciles payments for all registrations
• Prepares the exhibitor booths and registration in Salesforce for exhibitor and sponsor sales
• Coordinates shipping of Meetings Department and Membership materials to and from meetings including tracking, claims and billing
• Performs clean-up activities following each meeting (process refunds and cancelations, enter on-site registrations)
• Other duties as assigned.

• Minimum of 5 years’ experience related to meeting registration functions
• Familiar with database management
• Strong customer service mentality
• Ability to deal diplomatically with the public
• Poise under stress
• 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.

Travel: The position requires frequent travel to conduct site and vendor assessments, and to attend meetings and events as part of its core responsibilities, as well as additional travel as assigned.

Work Environment:

Our physical offices are located in College Park, MD, Washington D.C and Hauppauge, N.Y. We are operational in most US states. We are not operational in all 50 states. The 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 allows flexible work hours; responsiveness is required, however, during the core 9 am to 5pm Eastern Standard Time workday.

Our Core Values:

• The Scientific Method
• Truth and Integrity
• Diversity, Inclusion, and Respect
• Partnering, Cooperation, and Open Collaboration
• Speaking Out
• Education and Learning

Web Presence:

Company: www.aps.org 

Social Media: https://www.aps.org/newsroom/social/index.cfm
 

Amazing 2023 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, 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. All APS Employees must be vaccinated and provide proof of vaccination via our secured vaccination portal upon hire, unless they have an HR approved medical or religious exemption.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.. We welcome you to apply today!