The Registration Coordinator works as part of the Analytics & AI Summit committee and is the first point of contact for people who are registering for the event.
General responsibilities
Before the conference
- Assist the marketing and communications team with content for and launch of the registration web page(s) and the interactive registration system.
- Monitor HelpScout and respond to inquiries.
- Process updates to data as needed in the registration system (i.e. correct email addresses, update institutional registrants)
- Process refunds consistent with the refund policy; facilitate appeals process through the event committee
- Escalate problems as needed to the marketing and communications team, chair or the executive director.
- Monitor registrations regularly and manage list accuracy
- Work with executive director to create invoices as needed
- Implement wait-list processes as needed
- Promote the conference through personal social media and professional networks.
At the conference
- Continue to monitor HelpScout and respond to inquiries.
- Organize registration/information desk setup and staffing
- Be on hand at registration desk during peak check-in times to manage process and address issues
- Collect payments from those that pay on-site and deliver payments to the executive director)
- Distribute invoices to pay-by-P.O. registrations
- Prepare letters and/or certificates for attendees who require documentation (usually international) and distribute.
- Assist with conference setup.
- Attend all committee meetings.
After the conference
- Continue to monitor HelpScout until handed off to next year’s registration coordinator
- Follow-up on any approved refund requests that were not able to be processed previously
- Report non-paid registrations to the conference leadership and executive director to determine action
- No-shows/non-paid may be considered fraudulent and forgiven
- No-shows/paid may come back and request refund on a case-by-case appeal
Qualifications
Required
- Strong customer service experience and abilities
- Membership in the association, which can be fulfilled at application. (Free general membership for higher education professionals would meet this requirement.)
- Ability to project manage and adhere to strict deadlines.
- Attention to detail and ability to self-manage multiple responsibilities.
- Strong writing and communication skills
Preferred
- Customer/client management, including billing and invoicing
- Ability to manage expectations of multiple stakeholders.
- Past volunteer experience on an event committee or similar committee for another organization.
- Ability to work with project management/team communication platforms such as Slack, Clickup, etc.
- Google Drive proficiency.
Estimated time commitment
- The registration coordinator is expected to virtually attend scheduled Analytics & AI Summit Committee meetings.
- The time commitment for committee work varies, with a minimum of 3 hours per month and a peak commitment of 20 hours per month (attendance at the event notwithstanding).
Length of appointment
Up to 12 months with the option to renew for a subsequent term
Growth opportunities
By serving as registration coordinator, you will gain:
- Experience building relationships with internal and external stakeholders.
- A broader network of contacts that can help positively influence your career.
- Access to HighEdWeb volunteer rewards.
Conference attendance
Analytics & AI Summit attendance is required. Analytics & AI Summit registration is waived for this position.
How to Apply
To apply, select the following Apply for Job button, then use the supplied link. You will be taken to your Volunteer Profile form. Update your profile to include your interest in this position and your related qualifications.
To apply for this job please visit membership.highedweb.org.