Registration Coordinator

Overview

The Office of Events is a growing department whose primary function is to assure the events hosted by Utah State University, "Exceed Expectations". This position (Program Associate) works under the direction of the Lead Registration Coordinator and is responsible for the success of conference and event registration managed by this position both on the campuses of Utah State University, as well as off campus locations, which will require the coordinator to travel, possibly up to 15 times per year for trips of 2-8 days. During peak times, work may require more than 40 hours per week, especially during conferences.

Responsibilities

• Assist Lead Registration Coordinator in coordinating and managing all aspects of registration for conferences held both onsite and off campus, including creation of registration forms, exhibitor management, speaker management, and app management                   
• Create, test and approve registration forms online via Cvent and a paper version when requested; give constructive feedback to coordinator
• Coordinate and participate in pre-conference meetings with Registration Team, Program Coordinator, and Client
• Coordinate name badge type and format
• Participate in post conference meetings with Coordinators to evaluate overall registration and onsite performance and set goals for future improvements
• Compose and update registration process manual
• Registration entry and tracking
• Understand and use Cvent Event Management System software to process new registrations, cancellations, substitutions, and modifications to current records, as well as sorting incoming registrations by event. Send conference registration confirmations to participants.
• Oversee entering of registrations, creating invoices, and applying payments received
• Answer all questions related to conference/event registrations through phone, email, US mail
• Produce registration communication summaries in timely manner; maintain open communication with Coordinator of Programs concerning changes, areas of concerns, and special program functions
• Oversee accuracy of data entry and training for registration staff
• Correlate with the Lead Registration Coordinator to coordinate, Track, and manage on-site/off-site coordination
• Generate event reports from Cvent through the report portal as requested by clients, coordinators, and staff for use in planning budget, meal counts, transportation etc. in a timely manner
• Assist in supervising the Registration Team
• Hire, train, schedule and supervise part-time staff in registration and business team responsibilities.
• Make continual efforts to increase job knowledge and develop new skills or abilities that contribute to increased departmental effectiveness, capacity, service, or proficiency
• Train internal and external groups on registration purposes and abilities
• Assist Lead Registration Coordinator with other assignments as needed
• As appropriate and assigned, secondary duties may include Coordinating conferences and events including logistical arrangements, registration services, abstract and speaker management, tours and special events, on-site management, conference finances, and conference evaluation. Be willing to assist other teams and staff members as needed to help even out the workload and follow all USU policies as applicable.

Qualifications

Minimum Qualifications:

• Associate degree plus two years of related work experience; or a bachelor’s degree in a related field; or an equivalent combination of education plus experience in conference registration and conference/event planning or office experience is required.
• Job offer contingent upon the successful completion of a background check.

Preferred Qualifications:

• Experience in a Utah State University campus department.
• Experience in conference registration/planning management.
• Experience with CourseDog (event management software) scheduling system.
• Experience with Cvent conference management software. 
• Experience generating contracts and invoices.

Knowledge, Skills, and Abilities:

• Ability to work with a high level of initiative, self-motivation and a positive attitude. Work independently without close supervision.
• Strong organizational skills and attention to detail.
• Ability to manage and complete multiple projects and deadlines simultaneously. Effectively track and prioritize workload.
• Ability to communicate verbally in a clear and concise way.
• Excellent interpersonal communication skills including the ability to foster effective working relationships with supervisors, coworkers and clients.
• Excellent wr