The Registration Coordinator works as part of the Conference Committee, on the Attendee Experience team, and is responsible for being the first point of contact for people who are registering for the Conference.
General responsibilities
Before the conference
- Assist the Marketing and Communications and Technology teams with content for and launch of the static registration web page(s) and the interactive registration system.
- Regularly read the conference@highedweb.org account 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 Conference Committee
- Escalate problems as needed to the Attendee Relations Lead, Marketing and Communications team, Conference Chair, Program Chair and/or the operations director.
- Monitor registrations regularly and manage list accuracy, including by following up about incomplete registrations and removing duplicate registrations.
- Work with the operations director to create invoices as needed.
- Implement wait-list processes as needed.
- Document processes and decisions in the registration documentation, to help with current and future conference registration.
- Promote the conference through personal social media and professional networks.
At the conference
- Continue to monitor conference@highedweb.org account.
- Organize registration/information desk setup and staffing.
- Be on hand at the registration desk during peak check-in times to manage processes and address issues.
- Collect payments from those that pay on-site and deliver payments to the operations 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 (AV, bag stuffing, etc.).
- Attend all committee meetings.
After the conference
- Continue to monitor conference@highedweb.org account 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 operations 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 (including free general membership), which can be fulfilled at application.
- 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 Annual Conference 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 Conference Committee and other scheduled team 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 Annual Conference notwithstanding).
Length of Appointment
One Annual Conference season (usually November – November)
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
Annual conference attendance is required. Conference 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.