The registration coordinator is responsible for being the first point of contact for people who are registering for the summit and paying their bills.
Responsibilities
Before the summit
- Monitor HelpScout and respond to inquiries
- Process updates as needed to data in the registration system (i.e. correct email addresses, update institutional registrants)
- Process refunds consistent with the refund policy; facilitate appeals process through the executive director and the chair
- Monitor registrations at least monthly (weekly as summit approaches) and correct any errors (duplicate registrations, etc.)
- Implement wait-list processes as needed
- Attend all committee meetings
- Escalate problems as needed to committee leadership
- Work with operations director to create invoices as needed
During the summit
- Continue to monitor HelpScout and respond to inquiries
- Be available to assist with any issues with last-minute registrations, attendees accessing the online conference platform, etc.
After the summit
- Continue to monitor HelpScout and respond to inquiries until handed off to next year’s registration coordinator
- Follow-up on any approved refund requests that were not able to be processed through Swoogo
- Develop a registration report that includes the total registrants/revenue per type and the number of registrants per state (or country when outside the U.S.)
- Report non-paid registrations to the operations director to determine action
- No-shows non-paid may be considered fraudulent and forgiven
- Shows non-paid need to be followed up with
- No-shows paid may come back and request refund after — case by case appeal
Qualifications
Required
- Membership in the association, which can be fulfilled at application. (Free general membership for higher education professionals would meet this requirement.)
- A detail oriented person that can stay on top of multiple responsibilities
- Strong communication skills and customer service abilities
Preferred
- Previous event management experience
- Ability to work with project management/team communication platforms such as Slack, Clickup, etc.
- Google Drive proficiency.
Estimated time commitment
- As a member of the planning committee, this position is expected to virtually attend monthly meetings
- The time commitment for committee work varies, with a minimum of 1 hour per month and a peak commitment of 20 hours per month (attendance at the Summit notwithstanding)
Length of appointment
Up to 12 months with the option to renew for a subsequent term
Growth opportunities
By serving in this role, you will gain:
- Opportunity to learn while volunteering on a flexible schedule.
- Experience serving on a committee for the Association.
- A broader network of contacts that can help positively influence your career.
- Committee members who reliably serve on this committee would be eligible to serve as a committee chair.
- Access to HighEdWeb volunteer rewards
Conference attendance
Accessibility Summit attendance is required. Accessibility 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.