Utah State University

Registration Coordinator

City Logan Campus
Posted Date 2 weeks ago(11/20/2021 12:44 PM)
Requisition ID
2021-4374
# of Openings
1
Job Locations
US-UT-Logan
Category (Portal Searching)
Administrative/Clerical
Position Type
Benefited Full-Time
Job Classification
Non-Exempt
Percent of Time or Hours per Week
40 Hours per week
College
Business & Finance
Department
Event Services
Advertised Salary
Commensurate With experience, plus excellent benefits

Overview

This Registration Coordinator (Program Assistant II) position works under the direction of the Business Manager to coordinate all aspects of event registration for all appropriate conferences within the department of Event Services. Secondary duties may include planning, organizing, and coordinating all aspects of meetings, conferences and other events. Conferences may be held both on the USU Logan campus as well as various 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. May supervise at least one part-time staff member.

Responsibilities

  • Primary Responsibilities: Registration Coordinator
    • Coordinate all aspects of registration for conferences held both onsite and off campus.                     
    • Registration Management of onsite and offsite Event/Conferences-Pre-conference planning
    • Test and approve registration forms (paper and online); give constructive feedback to coordinator
    • Coordinate pre-conference meetings with Registration Team and Program
    • Participate in Program Coordinators meeting to communicate event coverage and registration needs
    • 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 current 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 and applying payments received
    • Answer all questions related to conference/event registrations through phone, fax, 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
  • On-site/Off-site coordination
    • Coordinate, Track, and manage on-site/off-site coordination
  • Supervise Registration Team
    • Hire, train, schedule and supervise part-time staff in registration and business team responsibilities
  • Secondary Responsibilities: Coordinate Meetings, Conferences, and Events
    • 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.
  • Participate on internal/external committees and organizations as assigned 
  • Live the guiding principles
    • Respect for the Individual
    • Humility in the Workplace
    • Continuous Improvement –giving suggestions for improving conditions within the department and implementing approved improvements
  • Implement management principles designed to create operational efficiencies and lean concepts
  • Attend department events and trainings
  • Assist other teams and staff members as needed to help even out the workload

Qualifications

Minimum Qualifications

  • Requires Associate's degree OR professional training/certification OR  2 years of experience in conference registration and conference/event planning or office experience.
  • 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 EMS (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.

Required Documents

Along with the online application, please attach:

  1. Resume/CV 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
  3. Contact Information for Professional Reference 

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

Advertised Salary

Commensurate With experience, plus excellent benefits

ADA

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes.  The employee is regularly required to sit and often uses repetitive hand motions.

University Highlights

Utah State University (USU) was founded in 1888 and is honored to be Utah’s land-grant and space-grant university. USU is a Carnegie RU/H (Research University/High Research Activity) institution with approximately 27,700 students (24,660 undergraduates and 3,040 graduate students) on the Logan main campus. Utah State’s statewide system features eight campuses and 23 education centers and serves all counties in the state with Extension programs. USU offers 114 undergraduate majors, 132 graduate programs, and a variety of innovative stackable associate and certificate credentials. Washington Monthly ranked USU 14th in their national university rankings in 2019 and the 5th best public national university in the nation in 2018. As one of the two premier research institutions in Utah, USU is proud to provide a high-quality education at an affordable price. Additional information about Utah State University can be found here.

 

A core characteristic of USU is engagement with communities and people in economic development, improvements to quality of life, and human capital. Through the practical application of knowledge, the University and its faculty engage and share expertise with the state, nation, and world, preserving the historical land-grant tradition of partnering with communities to address critical societal issues in the interest of the public good.

 

The USU main campus is located in beautiful Logan, Utah; a city of about 50,000 situated in a picturesque mountain valley about 80 miles north of Salt Lake City. Outstanding recreational opportunities abound in the nearby mountains and proximate region.

 

Notice of Non-discrimination

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 or expression, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.

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:

 

Executive Director of the Office of Equity discrimination@usu.edu, Old Main Rm. 161, 435-797-1266

Title IX Coordinator Hilary Renshaw, titleix@usu.edu, Old Main Rm. 161, 435-797-1266.

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

U.S. Department of Education, Office of Assistant Secretary for Civil Rights, 800-421-3481, OCR@ed.gov

U.S. Department of Education, Denver Regional Office, 303-844-5695, OCR.Denver@ed.gov

 

USU is sensitive to the needs of dual career couples and provides a Dual Career Assistance program to support careers for partners who are also seeking employment.

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