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.

• 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.

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 written communication skills, including correct grammar, spelling and proofreading skills.
• Knowledge and experience with basic bookkeeping practices and procedures.
• Strong clerical and record keeping skills. Ability to create and maintain filing systems and information management systems. 
• Ability to operate standard office equipment to include copiers, scanners, telephone systems, computer data systems and printers.
• Ability to maintain confidential information.
• Thorough knowledge of Microsoft Office in a Windows environment, and the ability to work with other divisional database systems for which training is provided.

Along with the online application, please attach:

1. Resume to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV” 

2. Cover letter to be typed/pasted at the end of your application (iForm)

**Document size may not exceed 10 MB.**

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. This position requires moderate physical activity, including the handling of objects up to 25 pounds and/or standing or walking more than one hour per day.

Founded in 1888, Utah State University is Utah’s premier land-grant, public service university. As an R1 research institution, Utah State is dedicated to advancing knowledge and serving the public good through innovative research and scholarly activities that are grounded in reciprocal engagement with local, regional, and global communities. USU prepares students to be active, civically engaged leaders who are prepared to address critical societal challenges. Dedicated to providing a high-quality and affordable education, USU remains a leader in research, discovery, and public impact.

USU enrolls over 29,800 students, both online and in person at locations throughout the state. Utah State’s 30 locations include a main campus in Logan, Utah, residential campuses in Price and Blanding, and six additional statewide campuses, along with education centers serving every county. USU educates students from all 50 states and more than 80 countries. For over 100 years, USU Extension has served and engaged Utahns, serving every county in the state.

Competing at the NCAA Division I level, USU is a proud member of the Mountain West Conference and will join the Pac-12 Conference beginning in the 2026-2027 season. The Aggies’ long-standing tradition of athletic and academic excellence is exemplified by recent Mountain West regular-season and tournament championships in women’s volleyball, three consecutive Mountain West tournament titles in women’s soccer conference championships, and a first-ever conference championship for gymnastics, reflecting USU's commitment to perseverance and achievement.

Utah State is dedicated to fostering a community where all individuals feel respected, valued, and supported and where diversity of thought and culture are cultivated. We seek to recruit, hire, and retain people from all walks of life who will champion excellence in education, research, discovery, outreach, and service. We believe that promoting a strong sense of community and belonging empowers and engages all members of USU to thrive and be successful. Forbes recognized our commitment to employees when they named Utah State the best employer in Utah in 2023. Learn more about USU. 

The university provides a Dual Career Assistance Program to support careers for partners who are also seeking employment. Additionally, USU is committed to providing access and a reasonable accommodation for individuals with disabilities. To request a reasonable accommodation for a disability, contact the university’s ADA Coordinator in the Office of Human Resources at (435) 797-0122 or hr@usu.edu. 

*updated 12/2025

In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.

Utah State University is an equal opportunity employer and does not discriminate or tolerate discrimination including harassment in employment including in hiring, promotion, transfer, or termination based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity, disability, status as a protected veteran, or any other status protected by University policy or any other federal, state, or local law.

Utah State University does not discriminate in its housing offerings and will treat all persons fairly and equally without regard to race, color, religion, sex, familial status, disability, national origin, source of income, sexual orientation, or gender identity. Additionally, the University endeavors to provide reasonable accommodations when necessary and to ensure equal access to qualified persons with disabilities.

In all circumstances, Utah State University follows state and federal laws related to sex-segregated spaces.

The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USU’s non-discrimination policies:

For further information regarding non-discrimination, please visit crtix.usu.edu or contact:

U.S. Department of Education

Denver Regional Office

303-844-5695| OCR.Denver@ed.gov

U.S. Department of Education

Office of Assistant Secretary for Civil Rights

800-421-3481 |  OCR@ed.gov

*updated 10/2025