Registration and Housing Manager

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.

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.

• 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.

• 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.

• Oversee attendee, staff, and VIP housing operations, including room blocks, reservations, special lodging needs, and reconciliation.
• Coordinate and monitor staff housing assignments.

• 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.

• 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.

• Bachelor’s degree or equivalent experience.

• 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…