Description

Responsibilities:

Registration and Housing Operations 

• 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 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 100% employer paid

• 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.