American Physical Society
Registration and Housing Manager
American Physical Society, College Park, Maryland, us, 20741
Registration and Housing Manager
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 and housing manager oversees day-to-day registration and housing operations for APS general meetings, divisional meetings, section meetings, and other assigned meetings. This role manages registration and housing systems, on-site operations, data integrity, financial reconciliation, and customer service, and supports the registration manager in delivering consistent, high-quality attendee experiences across APS meetings.
This role requires operational rigor, strong leadership skills, and a member-first mindset, with a demonstrated ability to improve processes and enhance the registration and housing experience.
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 Registration and housing operations
Lead registration operations for assigned APS meetings, including setup, testing, troubleshooting, and ongoing maintenance of registration systems.
Build and configure registration and housing frameworks based on meeting objectives and organizer requirements.
Collaborate with meeting staff to establish rates, capacities, workflows, and registration logic, including forms and questions.
Implement and enforce registration and housing policies, ensuring consistency, data accuracy, and compliance with internal procedures.
Evaluate registration and housing technologies and workflows and recommend process improvements.
Vendor, systems, and financial coordination
Partner with registration and housing vendors, hotels, and APS Information Systems to support system integrations, on-site badge production, and housing workflows.
Process and reconcile registration payments and final registration and housing financials.
Review rooming lists, no-show and late-arrival reports, and attrition data.
Prepare final reports on attendance, housing, workshops, and finances.
Housing management
Oversee attendee, staff, and VIP housing operations, including room blocks, reservations, special lodging needs, and reconciliation.
Coordinate and monitor staff housing assignments.
On-site operations and customer service
Organize and participate in preproduction planning and on-site execution with meeting organizers and internal teams.
Generate attendee badges, prepare registration materials, and maintain function counts and wait lists.
Order registration and housing supplies and coordinate shipping of meetings and membership materials.
Provide customer service for registration and housing inquiries by phone, email, and on-site.
Train and supervise on-site registration and housing staff and set clear customer service expectations.
Complete post-meeting activities, including refunds, cancellations, and entry of on-site registrations.
Exhibits, reporting, and coordination
Work with the head of corporate relations on exhibitor floor plan requests.
Prepare exhibitor booths and registration records in Salesforce for exhibitor and sponsor sales.
Track tasks and goals in Asana to support cross-departmental coordination.
Collaborate with membership, Information Systems, and accounting to align registration procedures with internal processes.
Other duties as assigned.
Education
Bachelor’s degree or equivalent experience.
Experience, Knowledge, Skills, and Abilities
Minimum of five years of experience in registration, housing, or related meeting operations.
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: $68,584/year - $93,446/year (USD)
Target Starting Range: $68,584/year - $76,300/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.
#LI-SB
Application deadline January 26, 2026.
#J-18808-Ljbffr
Position Summary The registration and housing manager oversees day-to-day registration and housing operations for APS general meetings, divisional meetings, section meetings, and other assigned meetings. This role manages registration and housing systems, on-site operations, data integrity, financial reconciliation, and customer service, and supports the registration manager in delivering consistent, high-quality attendee experiences across APS meetings.
This role requires operational rigor, strong leadership skills, and a member-first mindset, with a demonstrated ability to improve processes and enhance the registration and housing experience.
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 Registration and housing operations
Lead registration operations for assigned APS meetings, including setup, testing, troubleshooting, and ongoing maintenance of registration systems.
Build and configure registration and housing frameworks based on meeting objectives and organizer requirements.
Collaborate with meeting staff to establish rates, capacities, workflows, and registration logic, including forms and questions.
Implement and enforce registration and housing policies, ensuring consistency, data accuracy, and compliance with internal procedures.
Evaluate registration and housing technologies and workflows and recommend process improvements.
Vendor, systems, and financial coordination
Partner with registration and housing vendors, hotels, and APS Information Systems to support system integrations, on-site badge production, and housing workflows.
Process and reconcile registration payments and final registration and housing financials.
Review rooming lists, no-show and late-arrival reports, and attrition data.
Prepare final reports on attendance, housing, workshops, and finances.
Housing management
Oversee attendee, staff, and VIP housing operations, including room blocks, reservations, special lodging needs, and reconciliation.
Coordinate and monitor staff housing assignments.
On-site operations and customer service
Organize and participate in preproduction planning and on-site execution with meeting organizers and internal teams.
Generate attendee badges, prepare registration materials, and maintain function counts and wait lists.
Order registration and housing supplies and coordinate shipping of meetings and membership materials.
Provide customer service for registration and housing inquiries by phone, email, and on-site.
Train and supervise on-site registration and housing staff and set clear customer service expectations.
Complete post-meeting activities, including refunds, cancellations, and entry of on-site registrations.
Exhibits, reporting, and coordination
Work with the head of corporate relations on exhibitor floor plan requests.
Prepare exhibitor booths and registration records in Salesforce for exhibitor and sponsor sales.
Track tasks and goals in Asana to support cross-departmental coordination.
Collaborate with membership, Information Systems, and accounting to align registration procedures with internal processes.
Other duties as assigned.
Education
Bachelor’s degree or equivalent experience.
Experience, Knowledge, Skills, and Abilities
Minimum of five years of experience in registration, housing, or related meeting operations.
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: $68,584/year - $93,446/year (USD)
Target Starting Range: $68,584/year - $76,300/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.
#LI-SB
Application deadline January 26, 2026.
#J-18808-Ljbffr