Event Registration & Database Specialist

Discover Space; Colorado Springs, Northern (CO, KY); Hybrid; USD 39,000 - 43,000; Full time

Job summary

Space Foundation in Colorado Springs, CO is seeking an Event Registration & Database Specialist to manage day‑to‑day registration operations, configure systems, test features and maintain data integrity across the event portfolio.

You will support onsite registration, run reports and dashboards, and assist with CRM integrations while delivering excellent attendee experiences throughout the event lifecycle.

Qualifications

• Bachelor's degree or equivalent experience.
• 3-5 years of event registration, database administration, or event operations experience.
• Experience configuring enterprise event registration systems (Swoogo preferred).
• Experience supporting conferences of 2,000+ attendees preferred.

Responsibilities

• Serve as day-to-day administrator for the event registration platform.
• Test new platform functionality and recommend enhancements.
• Maintain templates, workflows, and reusable registration assets.
• Coordinate with Finance for payment reconciliation and reporting.
• Assist with CRM integrations and data validation.

Skills

Attention to detail

Customer service

Data integrity

Problem solving

Education

Bachelor's degree or equivalent experience

Tools

Swoogo

HubSpot CRM

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Event Registration & Database Specialist

Full Time Colorado Springs, CO, US

2 days ago Requisition ID: 1103

Salary Range: $28.00 To $31.00 Hourly

DEPARTMENT:Space Sector Programs

REPORTS TO: Manager, Events, Registration & Customer Experience

POSITION SUMMARY/OBJECTIVE:

The Event Registration & Database Specialist is the primary technical resource responsible for the day-to-day execution of registration operations across Space Foundation's event portfolio. This role builds, configures, tests, and maintains event registration systems while ensuring data integrity, reporting accuracy, and exceptional attendee experiences.

Working under the direction of the Manager of Events, Registration & Customer Experience, this position executes registration strategies, supports onsite operations, maintains registration databases, and delivers exceptional customer service throughout the event lifecycle.

The ideal candidate is highly organized, technically proficient, detail-oriented, and enjoys solving complex operational challenges in a fast-paced event environment.

RESPONSIBILITIES:

The following briefly describes representative responsibilities of this job, but it is not intended to be a complete or all-inclusive listing of activities, duties or responsibilities that are required of this position:

Registration Systems & Database Administration

• Serve as the day-to-day administrator for Space Foundation's event registration platform.
• Test new platform functionality and recommend enhancements.
• Maintain templates, workflows, and reusable registration assets.
• Ensure platform configuration adheres to organizational standards.
• Execute data imports, exports, and list management.
• Build registration reports and dashboards requested by management.
• Support data integrity through consistent auditing, duplicate management, and accurate attendee records.
• Maintain, and distribute registration, attendance, financial, and operational reports to support event planning, customer service, and leadership decision‑making.
• Coordinate with Finance to ensure accurate processing, payment reconciliation, and reporting.
• Assist with CRM integrations and maintain consistency across connected systems (HubSpot, Swoogo, etc.).
• Maintain strict confidentiality and security of attendee data while ensuring compliance with organizational privacy, payment processing, and data governance standards.
• Perform comprehensive quality assurance testing before registration launches.
• Support CRM synchronization and data validation.

Event Support & Execution

• Assist with pre‑event registration tasks, including data audits, badge proofs, and attendee lists.
• Participate in on‑site registration and check‑in operations, ensuring a smooth and efficient attendee experience at Space Symposium.
• Support VIP and invitation‑only event registration processes as directed.
• Help train volunteers and temporary staff in registration procedures and technology use.
• Assist with post‑event reporting and reconciliation.

Process & Team Support

• Execute registration standards, SOPs, and workflows established by the Manager.
• Recommend process improvements based on day‑to‑day operational experience.
• Assist in testing new technologies, workflows, and registration enhancements.
• Maintain current documentation for registration procedures.

Customer Service & Communication

• Provide outstanding customer service by responding promptly and professionally to attendee inquiries via phone, email, or chat.
• Resolve registration and payment issues with accuracy, empathy, and attention to detail.
• Support communication and confirmation processes to ensure attendees receive clear, timely information.

SUPERVISORY RESPONSIBILITIES:

• This position does not have supervisory responsibilities.

BUDGETARY RESPONSIBILITIES:

• This position does not have budgetary or financial oversight responsibilities.

COMPETENCIES:

• Ability to handle multiple priorities in a fast‑paced, high‑volume environment.
• Advanced proficiency in Swoogo or comparable registration platforms.
• Strong understanding of HubSpot CRM or comparable CRM.
• Strong database management and data integrity skills.
• Advanced Microsoft Excel.
• Ability to troubleshoot registration systems independently.
• Excellent attention to detail.
• Customer‑focused.

QUALIFICATIONS:

The following briefly describes knowledge, skills, abilities and characteristics associated with this position, including any required experience, education, licensure, certification, or combination thereof:

• Bachelor's degree or equivalent experience.
• 3-5 years of event registration, database administration, or event operations experience.
• Experience configuring enterprise event registration systems (Swoogo preferred).
• Experience supporting conferences of 2,000+ attendees preferred.
• Experience working with payment gateways and financial reconciliation processes preferred.
• Technical Skills
• Advanced proficiency with Swoogo or comparable enterprise registration platforms
• Working knowledge of HubSpot CRM or similar CRM systems
• Advanced Microsoft Excel (PivotTables, XLOOKUP/VLOOKUP, formulas, data validation)
• Microsoft Office 365
• Badge printing and onsite registration technology
• Database imports/exports and data reconciliation
• Reporting and dashboard tools

PHYSICAL DEMANDS:

This position involves extended periods of sitting or standing at a workstation and frequent use of a computer and other standard office equipment. Occasional movement, including walking, lifting, or carrying items of up to 25 pounds, may be required. Reasonable accommodation will be provided to support individuals with disabilities in performing essential job functions.

WORK ENVIRONMENT:

This role is primarily based on an office environment, with access to standard equipment and furnishings. The employee may occasionally be required to participate in off‑site meetings or events, including potential travel as needed. The work environment is generally quiet to moderate in noise level. Reasonable accommodation will be made for individuals with disabilities.

JOB STATUS:

• FLSA Classification: This position is non‑exempt according to guidelines of the Fair Labor Standards Act and, as such, an individual in this position is eligible to receive overtime pay for hours worked in excess of forty (40) hours per calendar week.
• Full‑Time: This position is full‑time in nature. An individual in this position will work a schedule consisting of 40 hours per week.
• Work Location: This position is based at Space Foundation headquarters in Colorado Springs, CO. Under our current hybrid work policy, this role is eligible for up to two work‑from‑home days per week, with the remaining days worked on‑site.
• Schedule: The position's usual business days are Monday through Friday, and its usual business hours are from 8:00 A.M. to 5:00 P.M. in the time zone in which it is located.

BENEFITS:

Space Foundation offers a comprehensive benefits package including:

• Medical, dental, and vision insurance
• Employer‑paid basic life and AD&D coverage
• Short‑and long‑term disability insurance
• 401(k) plan with employer contribution
• Paid holidays and generous paid time off
• Access to employee assistance program (EAP)

EEO STATEMENT:

Space Foundation is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.