You are a collaborative team member with drive and passion for delivering an exceptional member experience. Your superior skills in organization, communication and time management are unparalleled. Flexing your multi-tasking meetings and operations skills, reliability and being known as the go-to is what makes you tick. You are extremely technologically savvy, cooperative, supportive and live and breathe a “can do” attitude. You have high energy, confidence, and radiate credibility with all levels in an organization, and its members.
Develops and oversees the Annual Meeting registration process, including development of registration processing procedures and scheduling, form development and specifications, on-site logistics, mailing requirements and customer service. Responsible for assigned related Annual Meeting operations projects and new systems, including mobile app, financial dashboards, and budgeting.
DUTIES AND RESPONSIBILITIES:
Manages Annual Meeting Registration: Develops, coordinates and initiates registration activities involving Technology and Data Services and accounting staff and other departments as needed. Coordinates international registration activities working with Conventions, Meetings and Courses (CMC) department and other Academy staff, Housing Bureau and other outside vendors to obtain information from exhibiting companies and travel agencies. Determines and schedules department and on-site temporary assistance for registration.
Plans, organizes and implements the Annual Meeting registration layout, computer equipment, and temporary staff.
Creates, distributes, and audits weekly and final Annual Meeting counts reports. Analyze and provide data as requested.
Maintains responsibility for the schedule of registration activities including the creation and tracking of a schedule for department activities with Technology and Data Services. Oversees the entry of all registrations into the computer including batch processing, reports, refunds and final registration counts. Trouble shoots advance and onsite registration problems. Maintains primary responsibility for the development and implementation of registration policies/procedures and new registration systems.
Responsible for RFP development, negotiation and implementation of contracts for outside vendors including registration, mailing services, fulfillment houses, international groups registration and other suppliers.
Reviews and evaluates registration technology trends to enhance the users overall experience and capture relevant data.
Annual Meeting On-Site: Manages Annual Meeting on-site registration. Includes developing procedures, training and managing over 100 AAOS and temporary staff.
Creates all registration print pieces for promoting Annual Meeting, including the registration mailer, flyers and forms. Designs and implements registration form and online registration process.
Responsible for developing and monitoring the registration budget. Reviews, reconciles, and codes invoices for printing and mailing of registration items. Coordinates the data entry into budgeting software for the entire Annual Meeting and Departmental budgets. Generates spreadsheets, reports and background information for all budgets. Maintains timelines, deadlines and historical budgeting information.
Maintains primary responsibility for CMC financial dashboards. This includes working with CMC and accounting staff to ensure dashboards are accurate and current. Maintains timelines, deadlines, and historical information and data.
Maintains primary responsibility for the Annual Meeting mobile app. Works with Technology team and vendor to provide insight and oversight related to the mobile app. This activity will be included in a project plan to assure all supporting and required inclusions and activities are documented and content needs identified. Key tech elements for the mobile app include identifying key data required, identifying resources for data entry and communicating the overall mobile app plan.
TRAVEL: Approximately 12 - 15 days per year
- Undergraduate degree; or at least 2 years of college and commensurate experience in a related field.
- 4 - 6 years’ experience in registration with technology integration and meeting planning, either in an association or corporate setting
- Above average skill in organizational, written and verbal communication and human relations skills. Strong problem-solving skills
- Experience with the MS Office suite and databases
- Association experience
- Association management and registration software experience
- Supervisory experience
RESUME MUST BE ACCOMPANIED BY COVER LETTER AND SALARY EXPECTATIONS TO BE CONSIDERED.