The Council of Chief State School Officers (CCSSO) is a nonpartisan, nationwide, nonprofit organization of public officials who head departments of elementary and secondary education in the states, the District of Columbia, the Department of Defense Education Activity, Bureau of Indian Education, and five U.S. extra-state jurisdictions. CCSSO provides leadership, advocacy, and technical assistance on major educational issues. CCSSO seeks member consensus on major educational issues and expresses their views to civic and professional organizations, federal agencies, Congress, and the public.
The Meetings Registration Specialist reports to the Director of Meeting Services and is part of the Meeting Services team. Working within the scope of CCSSO, this position is responsible for the creation and support of all assigned online events registration web pages for events of 65 attendees and more, monitoring the firstname.lastname@example.org e-mail account, serving as department liaison for all events registration training and updates as well as the department’s Association Management System (AMS) content expert.
Essential Functions and Responsibilities
Specific responsibilities include:
Steward and manage all aspects of the events registration process for more than 50 meetings per year.
Develop, manage and maintain production timelines for each event registration launch and supporting testing tasks.
Coordinates with internal staff to gather specifications for online registration forms.
Leads internal testing of online event registration for all assigned meetings, including suggesting and implementing changes.
In conjunction with the planning team, determine required onsite registration support for each assigned CCSSO meeting.
Manage and set up on-site registration equipment and provide registration training and scheduling of temporary registration staff.
Oversee the electronic online registration process including customer service, creation of web pages via the Association Management System (AMS), monitoring active registrations and payments, providing scheduled reports and ad hoc reports as requested, and troubleshooting registrant issues.
Create and execute events registration training manual for the training and refresh of new hires and existing staff.
Ensure event registration information is created in alignment with established planning deadlines.
Monitor, respond to and delegate queries received in the email@example.com email account and via the department phone line in an efficient and timely manner.
Serve as back-up for Travel Coordinator, assisting with the Egencia booking process, customer service, and business travel account (BTA) reconciliation as needed.
Serve as the meeting services department’s events registration AMS content expert and facilitate all event registration training for new staff and refresher courses.
Recommend process improvements for an improved events registration experience.
Update department documentation for events registration and frequently asked questions on CCSSO’s Intranet.
Serve as the liaison to outside vendor partners for updates to the AMS events portal and facilitate the development of new and updated events registration options to enhance the user experience.
Monitor department event registration supplies, make suggestions and recommendations for new and improved supplies and equipment as needed.
Other duties as assigned.
Education and/or Experience
Associates degree required, bachelor’s preferred.
At least three (3) years of similar experience required, association/nonprofit experience preferred.
Knowledge of basic meeting planning, registration and housing and execution principles preferred.
Ability to read, analyze and interpret instructions.
Effective communicator with strong oral and written skills to include active listening and questioning skills.
Excellent interpersonal, verbal, and written communication and negotiation skills and the ability to respond to common inquiries from internal and external customers.
Reasoning and Problem Solving Ability:
Ability to apply situational understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to apply active listening and questioning techniques to gain a complete understanding of issues.
Strong analytical and problem-solving skills.
Ability to troubleshoot and create novel solutions based on current knowledge and best practice.
Travel to on-site meetings and the ability to attend evening and/or weekend meetings. Travel is required approximately 8-10 times per year between 2 – 4 days per trip within the United States.
Positive team player with strong interpersonal skills and an ability to work with a wide range of internal and external personalities.
Detail oriented, works well under pressure, and able to handle multiple tasks and requests simultaneously, with excellent focus and strong prioritization skills.
Collaborative work style and a dedication to exceptional customer service.
High ethical standards.
Proficiency in Microsoft Office 365, especially Word and Excel, and use of Internet browsers to conduct research.
Understanding of online registration and event management software, experience with Avectra/Abila/NetForum software and on-site event registration technology.
Proficiency in trouble shooting equipment.
Understanding of and previous experience with Egencia Corporate Travel a plus.
Able to apply basic troubleshooting techniques to address equipment issues while onsite.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee is frequently required to use hands to finger, handle, or feel. The employee is occasionally required to stand, walk and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually quiet.