Conference Registration and Systems Specialist

Job description

Primary Work Address: 4000 Jones Bridge Road, Chevy Chase, MD, 20815 Current HHMI Employees, click here to apply via your Workday account. HHMI is focused on supporting and moving science forward in a variety of different ways ranging from conducting basic biomedical research, empowering educators, inspiring students, developing the next generation of scientists – even stretching into film and media production. Our Headquarters is in the greater Washington, DC metro area and is home to over 300 employees with expertise in investments , communications, digital production, biomedical sciences, and everything in between. The work housed here supports and augments the groundbreaking research conducted in HHMI labs across the nation. As HHMI scientists continue to push boundaries in laboratories and classrooms, you can be sure that your contributions while working here are making a difference. Role Over v iew: The Conference Registration and Systems Specialist play a central role in shaping the digital experience behind HHMI conferences and campus operations. This person will lead the design, build, and ongoing management of conference registration websites and related systems that support a seamless, high-quality experience for guests, staff, and partners. This role is ideal for someone who enjoys combining technology, hospitality, and service excellence. You will help create digital experiences that are intuitive, polished, and operationally effective, while also supporting broader Campus Operations systems and content that strengthen how HHMI welcomes and engages its communities. This position reports to the Campus Operations Systems Experience Product Manager and is based at HHMI’s headquarters in Chevy Chase, Maryland. The role follows a hybrid schedule with three in-office days per week but will need to stay flexible to support operations . Why This Role Matters: Behind every successful HHMI conference or campus experience is a digital infrastructure that helps people feel informed, supported, and connected from the start. This role helps ensure that registration systems, hospitality content, and operational tools work together to create that experience. By building thoughtful registration journeys, maintaining critical campus-facing content, and supporting system enhancements across Campus Operations, this role directly contributes to how HHMI delivers excellence to scientists, educators, partners, and guests. Who Thrives in This Role: This role is well-suited for someone who enjoys being the person who brings structure, clarity, and polish to systems that others rely on. You are both detail-oriented and service-minded. You care about the user experience, but you also understand the operational steps behind it. You may thrive in this role if you: Enjoy owning projects from concept through execution and follow-through. Can balance technical systems work with hospitality and client service. Like collaborating across teams and translating needs into practical solutions. Notice friction points and proactively improve processes, tools, and communications. Take pride in creating experiences that feel seamless to the end user. Are comfortable managing multiple priorities in an environment where conference and campus needs can shift quickly. What HHMI Provides : Mission-Focused Work: Build and enhance digital platforms that support HHMI conferences and campus experiences, directly shaping how scientists, educators, and partners engage with our mission. Collaborative Environment: Work closely with colleagues across Campus Operations to build systems that support conferences and events across HHMI, helping to create seamless digital experiences that enhance the engagement of thousands of guests each year. Competitive Total Rewards Package: Comprehensive healthcare, generous retirement contributions, paid leave, and additional programs that support well-being and professional development. What This Role Will Do : Conference Registration & Website Management: Own the full lifecycle of conference registration platforms, from design and build through post-event reporting. Partner with event leads to ensure user-friendly, brand-aligned registration experiences. Develop and maintain training resources for event stakeholders. Design, build, and manage online conference and event registration platforms throughout their full lifecycle, from concept to post-event maintenance and post-event analysis. Collaborate with event organizers, event leads , and technical teams to ensure registration sites meet HHMI requirements and provide a high-quality user experience. Provide training, documentation, and ongoing support to HHMI staff on the effective use of registration tools. Campus Operations Systems & Product Support: Partner with COSEPM to enhance system performance, governance, and integrations . Support product launches, user communications, and adoption strategies. Analyze system and event data to drive improvements. Coordinate with external vendors supporting virtual and on-site systems. Professional Development and Other Duties: Provide graphic design support for conference materials and digital communications that support Campus Services. Coordinate day-to-day work of external systems support professionals assisting with virtual conferences, ensuring quality and alignment with HHMI standards. Stay current on hospitality and Campus Operations technology trends and pursue ongoing professional development. Perform other related duties as assigned. What you bring: Bachelor’s degree or equivalent experience. Minimum 5 years of hospitality-related or customer service experience. Minimum of 3 years in hospitality technology, registration systems, or digital engagement platforms. Experience with Certain, Delphi, Salesforce, JIRA, or Mews is a plus. Experience with sales and catering databases a plus. Familiarity with data privacy and compliance requirements. The ability to interact with people at all levels within and outside the Institute. Proficiency in Microsoft Office 365 and project management tools (e.g., Jira, Trello, MS Planner). Strong design and web skills: Adobe Photoshop/Illustrator, InDesign, HTML/CSS basics. Working knowledge of publishing software such as Quark, InDesign, or equivalent, along with web-media experience in HTML, Dreamweaver, and Flash is strongly recommended. Self-directed and capable of exercising independent judgement. The ability to maintain a flexible schedule to accommodate the varying needs of conference center operations. Bilingual fluency in English and Spanish, both verbal and written, preferred. Application Instructions: To apply, please submit a resume and a brief, one-page cover letter expressing why you are interested in the role and stating how your qualifications and experience will support HHMI in its mission. Physical Requirements: Remaining in a normal seated or standing position for extended periods of time; reaching and grasping by extending hand(s) or arm(s); dexterity to manipulate objects with fingers, for example using a keyboard; communication skills using the spoken word; ability to see and hear within normal parameters; ability to move about workspace. The position requires mobility, including the ability to move materials weighing up to several pounds (such as a laptop computer or tablet). Persons with disabilities may be able to perform the duties of this position with reasonable accommodation. Requests for reasonable accommodation will be evaluated on an individual basis. Please Note: This job description sets forth the job’s principal duties, responsibilities, and requirements; it should not be construed as an exhaustive statement, however. Unless they begin with the word “may,” the Essential Duties and Responsibilities described above are “essential functions” of the job, as defined by the Americans with Disabilities Act. #LI-RK1 Compensation and Benefits Our employees are compensated from a total rewards perspective in many ways for their contributions to our mission, including competitive pay, exceptional health benefits, retirement plans, time off, and a range of recognition and wellness programs. Visit our Benefits at HHMI site to learn more. Compensation Range $73,112.80 (minimum) - $91,391.00 (midpoint) - $118,808.30 (maximum) Pay Type: Annual HHMI’s salary structure is developed based on relevant job market data. HHMI considers a candidate's education, previous experiences, knowledge, skills and abilities, as well as internal consistency when making job offers. Typically, a new hire for this position in this location is compensated between the minimum and the midpoint of the salary range. HHMI is an Equal Opportunity Employer We use E-Verify to confirm the identity and employment eligibility of all new hires.