Conference Registration and Systems Specialist

Howard Hughes Medical Institute•Headquarters, KY

35d•$73,113 - $118,808•Hybrid

About The Position

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.

Requirements

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.
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.
Self-directed and capable of exercising independent judgement.
The ability to maintain a flexible schedule to accommodate the varying needs of conference center operations.

Nice To Haves

Experience with Certain, Delphi, Salesforce, JIRA, or Mews is a plus.
Experience with sales and catering databases a plus.
Working knowledge of publishing software such as Quark, InDesign, or equivalent, along with web-media experience in HTML, Dreamweaver, and Flash is strongly recommended.
Bilingual fluency in English and Spanish, both verbal and written, preferred.

Responsibilities

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.
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.
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.