Registrar Administrator

Registrar Administrator

Professional development plays a key role in the organization’s mission. It is driven by the need to develop, pilot, implement and maintain policies, procedures, programmes and resources targeted at improving the quality of administering, coordinating, teaching and delivering the programmes.

The Registrar Admin is responsible for collaborating with the Global Lead Registrar in the management of the registration system for all workshop events in the region. This role contributes to the provision of the required service according to the standards of quality in order to fulfil stakeholders’ professional development needs. This post is also responsible for responding to e-mail and telephone queries from schools regarding registration issues, for processing all changes to workshop participant’s registration records, and collaborates with finance on final financial reconciliation of events.

Key Accountabilities

System Administration

• Serve as region’s system administrator serving as expert and point of contact for team members on the business use and technical aspects of the system
• Serve as technical lead for in the use and implementation of Crowd Compass
• Lead the build and publication of events in CVENT
• In collaboration with the Lead Registrar create and maintain global build guidelines according to industry best practices.
• Assist in the creation, implementation, upkeep, and cross-regional compliance of the regional event templates.
• Assist in maintaining the regional email pack for each event type as well as ensure changes are communicated to IT EMS Super User so global event templates are kept up to date
• Manage wireframe models and templates for global micro-site design templates.
• Act as the second administrator and liaise with Lead Registrar super user regarding issues related to the online registration for immediate fixes, improvements and long-term changes
• Provide remote support to colleagues on the EMS system during the delivery of events.
• Create and maintain EMS system reports.

Event Planning and Reporting

• Support the build and updating of events in Salesforce, as required.
• Maintain accurate registrations by processing confirmations, cancellations, substitutions, and modifications to the database daily.
• Responsible for the creation and distribution of various event specific reports, materials and documents in accordance with established key deadlines.
• Responsible for post event reconciliation in the EMS system including registration, financial, surveys, and issuance of certificates.
• Travel to and lead the on-site delivery of logistics for assigned regional events

Customer Service

• Responsible for ensuring accurate information is available to participants in the EMS.
• Act as a resource to the finance team regarding regional workshop payment inquiries
• Serve as Tier 2 contact ensuring SLAs are maintained and are able to successfully register participants.

General support to team

• Provide coverage to other team members.
• Where assigned, support the build and updating of events pages on the website.
• As per instruction from management, support global and regional projects and initiatives.
• Timely escalations of issues to team leadership.

Knowledge and Experience

• College degree with 2-3 year's event management system and meeting planning experience
• A combination of event registration, hospitality & travel expertise, education and training that would provide the level of knowledge and ability required for independent project management
• Experience with Salesforce and CVENT application in the event industry
• Demonstrated knowledge in project and events management
• Strong Customer Service Skills
• Ability to work in a fast-paced environment
• Strong time management skills in order to meet key daily deadlines
• International meeting and event logistics experience a plus
• Strong communication, multitasking and organizational skills, with the attention to detail
• Must be able to make judgement calls regarding efficiency of activities and be versatile when situational changes occur
• Ability to work both independently and as part of a dedicated team
• Pleasant phone voice/manner
• Excellent English oral and written skills

Technical and Soft Skills

• Excellent EMS (CVENT) and Salesforce skills
• Excellent MS Office, Excel, On-line Database and Internet skills.
• Excellent communication skills - interpersonal, written and oral.
• Excellent organizational and interpersonal skills.
• Ability to manage projects and cross-functional team work to ensure projects are completed on time and within scope
• Highly detail-oriented.
• Ability to work both independently, and within a global team setting addressing the registration needs spread across multiple locations and time zones.
• Ability to work within a fast-paced environment to meet deadlines, multitask and cope with multiple activities.
• Pleasant telephone voice/manner

Problem Solving / Decision Making Level and Freedom

• Ability to make sound, independent decisions, reflecting the high professional standards and expectations of the department and organization.
• Ability to manage project timelines and ensure team members complete deliverables on time
• Takes initiative to identify potential problems, solutions to problems and escalates to appropriate regional leadership
• Present and discuss information that includes project requirements, risks, and scope to leadership in a professional manner to facilitate decisions
• Decisions regarding the handling of registration problems which occur on site at conferences
• Experience in and passion for event management systems to influence decisions on delivery strategy for events
• Ability to suggest third party vendor management solutions that impact business process
• Ability to prioritize workload and meet tight and diverse timelines