Registration and Housing Manager

Senior Specialist, Registration and Housing

The senior specialist registration and housing supports the successful delivery of APS meetings by independently managing registration and housing operations for assigned events. This role is responsible for configuring, testing, and maintaining registration and housing systems; coordinating with vendors and internal partners; reconciling financial and attendance data; and delivering high-quality service to APS members, attendees, and partners.

This position requires strong operational judgment, technical proficiency with registration and housing platforms, and the ability to manage complex workflows across multiple meetings. The specialist operates with a high degree of autonomy and serves as a functional expert within the Meetings department and will oversee and manage onsite registration.

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.

Responsibilities:

• Independently configure, test, and maintain registration and housing systems for assigned APS meetings.
• Build registration forms, workflows, logic, and capacity controls aligned with meeting objectives.
• Implement and enforce registration and housing policies to ensure consistency, accuracy, and compliance.
• Serve as the primary operational contact for registration and housing issues for assigned meetings.
• Serves as a functional expert within the Meetings department and will oversee and manage onsite registration.

Housing Management

• Manage attendee, staff, and VIP housing processes, including room blocks, reservations, changes, and cancellations.
• Maintain and validate housing databases and rooming lists; conduct reconciliations against hotel records.
• Monitor cutoff dates, attrition, no-shows, and late arrivals; reconcile housing data and master bills.
• Coordinate directly with hotel partners, housing bureaus, and vendors to resolve issues and ensure service delivery.

Financial Reconciliation and Reporting

• Process and reconcile registration payments and housing charges.
• Prepare and validate post-meeting financial, attendance, and housing reports.
• Monitor data integrity across registration, housing, and financial systems.

On-site Operations and Customer Service

• Participate in preproduction planning and on-site execution for APS meetings.
• Generate badges, registration materials, and function counts; support waitlists and on-site registration.
• Provide high-quality customer service via email, phone, and on-site support.
• Support post-meeting activities, including refunds, cancellations, and data cleanup.
• Lead the on-site registration and housing team for assigned events, providing direction and daily operational oversight to staff and temporary employees.

Collaboration and Continuous Improvement

• Partner with Meetings staff, Information Systems, Membership, Accounting, and Communications to ensure seamless operations. Identify opportunities to improve workflows, systems, and documentation.
• Contribute subject-matter expertise to system testing, upgrades, and process improvements.
• Track tasks and milestones using project management tools such as Asana.
• Other additional duties as assigned

Education:

• Bachelor's degree or equivalent experience.

Experience, Knowledge, Skills, and Abilities:

• Minimum of three years experience in meeting registration, housing operations, event management, or a related operational role. Experience with event registration and housing database management systems
• Experience with Zoom, Google Suite Applications, Microsoft Office Applications, Salesforce, Nimble (Association Management System), CRM, Cvent, Housing & Membership databases and Asana preferred
• Demonstrated supervisory or team leadership experience
• Strong customer service orientation and ability to interact diplomatically with the public
• Ability to remain composed and effective under pressure
• Excellent organizational, documentation, and prioritization skills
• Strong written and verbal communication skills
• Exceptional attention to detail
• Ability to adapt to rapidly changing schedules and priorities
• Ability to work effectively both independently and with cross-departmental teams

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: $ 60,880/year - $ 82,949/year (USD)

Target Starting Range: $ 60,880/year - $ 67,729/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 2026 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 $1,500.00 (USD) - 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 office closures; includes one week closure at the end of December
• Personal