Company Name:

The Optical Society Association (OSA)

Location:

Washington, District of Columbia

Approximate Salary:

Not Specified

Job Category:

Management

Position Type:

Mid-Senior Level

Required Experience:

2 - 5 years

Required Education:

Bachelor's Degree

Date Posted:

July 7, 2017

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Registration Manager

 

The Optical Society (OSA), a prestigious non-profit, scientific professional society in Dupont Circle, is seeking a registration professional who manages the registration process and provides logistical support for all OSA Conferences & Meetings.

 

Tasks and Responsibilities

 

Registration Management: OSA Meeting Portfolio

 

·         Sets up registrations paths for 8-10 OSA Topicals and Congresses in registration software (organization currently uses Cvent).

 

·         Sets up events in OSA Membership Database (NetForum) to create links for data flow between membership database and third party registration software.

 

·         Ensures accurate and proper design of online and paper registration forms.

 

·         Contacts registrants to collect appropriate registration data and resolves any registration related issues.

 

·         Serves as primary contact to OSA customer service team, finance, or other internal clients for registration related questions and issues.

 

·         Sends registration confirmations and attendee communications to registrants in a timely manner.

 

·         Issues certificate of attendance to event participants.

 

Registration Management: OFC and CLEO Conferences

 

·         Serves as day to day contact for 3rd party registration vendor.

 

·         Coordinates with internal OSA key contacts and OSA’s registration company to gather specifications for online and paper event registration forms. 

 

·         Leads internal testing of online registration, including collecting feedback and communicating changes to registration company. 

 

·         Reports weekly or as needed registration statistics starting 12 weeks out from the events.

 

·         Responds to and resolves registration issues and questions from registration vendor and OSA’s Customer Service Team. 

 

·         Drafts on-site signage and coordinates on-site support services.

 

·         Sets up registration area on-site and assists with on-site registration training of temp staff conducted by OSA’s registration company. 

 

·         Supervises the on-site registration process.

 

Customer Service

 

·         Provides excellent customer service to internal and external stakeholders through phone calls, emails, etc.

 

·         Utilizes multiple registration or data management systems.

 

·         Works closely with OSA Customer Service to provide accurate registration related talking points, fact sheets and procedures for handling inquiries.

 

Database Management

 

·         Processes registrations received through phone calls, mail, and fax accurately and efficiently.

 

·         Reviews daily issue reports and reconciles any errors/omissions in the registration data with the organization’s Finance and IT department as appropriate.

 

·         Understand integration process between organization’s registration and membership database.

 

·         Continuously evaluates, measures, and improves registration processes, procedures and documentation.

 

Reporting & Integration

 

·         Works with IT and stakeholders on registration integrations necessary when onboarding a new product/service/vendor, upgrades to products that impact registration systems, etc.

 

·         Sets up weekly, automated, registration reports.

 

·         Reconciles income with finance department during and after each event.

 

·         Provides adhoc reporting on registration data as needed for event planning purposes (e.g. Special Needs, ticket sales).

 

On-Site Registration Management

 

·         Generates badges and registration materials.

 

·         Manages stuffing process for registration materials.

 

·         Prepares check lists and oversees the preparation and shipping of on-site supplies, badges, badge holders, extra badge stock, registration materials, etc. 

 

·         Trains volunteers assisting with on-site registration duties.

 

·         Staffs on-site registration counter at selected conferences.

 

Other Duties

 

·         Attends project meetings.

 

·         Populates event websites with registration information.

 

·         Works with OSA Finance department and meeting manager on financial close out for registration income and expenses.

 

·         Manages and maintains OSA’s official Terms and Conditions (T&C) of Registration and keeps them current with industry and consistent with OSA policies and practices:

 

    • Thoroughly vets T&C’s with all stakeholders;
    • Avoids any conflict of interest with pre-existing policies.
    • Ensures regular internal legal review of T&Cs at the appropriate level.
    • Communicates and enforces T&Cs effectively.

 

·         Trains other OSA staff on the use of registration system as needed.

 

·         Stays current with industry registration trends and makes recommendations for changes and enhancements to registration processes, physical setup and registration documents.

 

 

 

Requirements

 

·         Bachelor’s degree required.

 

·         Minimum 2 years experience in the meetings industry preferred.

 

·         Prior work experience with registration and membership databases.

 

·         Experience with Microsoft Office 2013.

 

·         Ability to work both independently and as a team player (using discretion in decision making and sound judgment in problem solving).

 

·         Strong written and verbal communication and interpersonal skills.

 

·         Strong follow-up and time management skills.

 

·         Positive attitude and self-motivation.

 

·         High level of attention to detail.

 

·         Ability to prioritize and handle a variety of projects simultaneously.

 

·         Ability to learn new technologies and processes quickly.

 

·         Ability to travel 15-20%.

 

·         Ability to lift up to 30lbs.

 

 

 

Located in the Dupont Circle neighborhood of Washington, DC, OSA offers a competitive salary and excellent benefits. Please send your resume and cover letter with salary requirements to resumes@osa.org.

 

 

 

 

 

 

 

Company Name:

The Optical Society Association (OSA)

Location:

Washington, District of Columbia

Approximate Salary:

Not Specified

Job Category:

Management

Position Type:

Mid-Senior Level

Required Experience:

2 - 5 years

Required Education:

Bachelor's Degree

Date Posted:

July 7, 2017

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