Position Description

Associate Director, Registration
Location Washington, DC
Department Meetings
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SUMMARY

The incumbent is responsible for the overall management of event registration, exhibit and sponsorship application processing, order processing, housing processing and key administrative functions related to conferences and meetings. The incumbent is also responsible for acquiring and maintaining a broad-based technical and administrative knowledge of association management and housing software.  The incumbent will participate in the design, development, testing and implementation of database, customer service and web products related to event registrations. Supervises 3 staff members.

 

PRIMARY RESPONSIBILITIES

  • Responsible for the overall supervision of the Registration staff ensuring that all administrative processes are performed timely, accurately, and efficiently.
  • Responsible for program set-up, developing and loading event confirmation letters, creating and updating forms, creating telephone scripts related to events for the customer service number, checking and responding to the MBA Events mailbox, generating registration lists and badges, performing data audits, managing attendee housing process, coordinating home-office & onsite registration activities, scheduling and managing additional staff as required.
  • Responsible for administering MBA’s event web orders and financial processes associated with event and order registrations, insuring data integrity and overseeing customer service functions related to conferences and meetings.
  • Maintains accurate reports generated to the organization for registration headcounts and revenue reporting. 
  • Oversees financial transactions associated with purchases and ensures daily batch closings. 
  • Responsible for hiring temporary registration staff and session room monitors for conferences.
  • Oversees MBA office/on-site registration activities including training onsite temporary staff. 
  • Overseeing and coordinating all registration related details of the conferences.
  • Develops and implements quality control measures for insuring data integrity associated with registration, housing, exhibit and sponsorship application processing. 
  • Reviews and approves credits and refunds.  Assists the Finance Department with collections related to events. 
  • Oversees the closing of all event related batches and assists the Finance Department with month- and year-end closings. 
  • Responsible for inbound and outbound call management and responding to member & customer requests and inquiries regarding event processing.  
  • Reviews and updates the Registration policies and procedures no less than annually.
  • This position description should not be construed to contain every function/responsibility that may be required to be performed by an incumbent in this job.  Incumbents are required to perform other functions as assigned.

 

SPECIFICATIONS

Undergraduate degree in business, meetings, or records management preferred or a combination of education and job experience.  Minimum five years experience in a high volume, data entry, document processing or production environment and solid administrative and project management skills.  Superior customer service skills and attitude mandatory.  Must be multi-task oriented and able to manage a high volume workload.  Proficient with association management software and Excel software.  Previous management, team-leader or supervisory experience required.  Excellent analytical, written and oral communica­tion skills and good organizational and interpersonal skills are mandatory.  Must be highly motivated to delivering outstanding customer service in a team-oriented environment.  Training experience desirable.  Must be detail oriented and possess demonstrated ability to succeed with limited supervision. Working knowledge of policies and procedures related to event processing and data integrity.  In addition, incumbent will establish priorities, monitor production deadlines, schedule tasks, track & analyze work productivity, generate reports and insure accuracy and quality work output.  The incumbent must have a demonstrated commitment to customer service. Travel required.

All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, or on the basis of disability.

 

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