Event Registration & Database Specialist

Space Foundation; Springs (NY); On-site; USD 65,000 - 110,000; Full time

Job summary

Space Foundation seeks an Event Registration & Database Specialist to manage the day-to-day operation of registration systems across its event portfolio, ensuring data integrity and smooth attendee experiences. This role builds, configures, tests, and maintains platforms while coordinating with finance and CRM integrations.

Under the Manager of Events, Registration & Customer Experience, you will support pre-event data audits, on-site check-in at Space Symposium, and post-event reporting.

Qualifications

• Highly organized and detail-oriented.
• Technically proficient with event registration systems.
• Strong data integrity and reporting capabilities.

Responsibilities

• Serve as 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 standards.
• Execute data imports, exports, and list management.
• Build registration reports and dashboards for management.
• Support data integrity through auditing and attendee records.
• Coordinate with Finance for payment reconciliation and reporting.
• Assist with CRM integrations and data validation.
• Maintain confidentiality and security of attendee data.
• Perform comprehensive QA testing before launches.
• Support CRM synchronization and data validation.
• Assist with pre-event data audits, badge proofs, and attendee lists.
• Aid on-site registration and check-in during Space Symposium.
• Support VIP/invitation-only registration as needed.
• Help train volunteers and temporary staff.
• Assist with post-event reporting and reconciliation.
• Follow SOPs and workflows established by the Manager.
• Suggest process improvements based on daily operations.
• Help testing new technologies and workflows.
• Maintain current documentation for registration procedures.

Tools

HubSpot

Swoogo

Job description

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.

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.