Registration & Travel Manager

The American Association of Motor Vehicle Administrators
Arlington, Virginia, United States
8 days ago


Position Summary: 

Responsible for all registration and travel arrangements of all AAMVA meetings.  From building the travel and registration portals for attendees to access through reviewing and providing first-line approval of member reimbursement.   Position oversees all travel elements related to meetings. Responsibilities also include webinars management and events and conferences webpage management, in addition to other tasks as assigned.

 Essential Duties and Responsibilities: 

 Registration Management

  • ”Build” the regional conferences, AIC, Workshop & Law Institute, and CDL Coordinators/IT Meetings in netFORUM
  • Track and resolve problems with meeting registrations
  • Populate appropriate lists in netFORUM to manage registration
  • Collaborate with meeting planner to ensure all necessary attendees are pre-registered
  • Maintain rooming lists for meetings as requested
  • Manage registration on-site at regional conferences, AIC, Workshop & Law Institute 

 Travel Management

  • “Build” meeting in electronic system for on-line airline reservations
  • Prepare documentation for travel agency detailing approved travelers for meetings
  • Prepare and send notices to meeting attendees to book travel 
  • Expense Reporting Management
  • Create expense report templates for meetings and conferences
  • Review travel expense forms submitted after meeting for compliance and accuracy, forward to project manager for approval, forward to finance for processing, and track signed expense reports 

Website Management

  • Maintain and update Upcoming Events page on website
  • Maintain and update Webinars page on website
  • Build conference website pages
  • Upload webinar recordings
  • Webinars Management
  • Set up and management of staff webinars requests
  • Manage webinar recordings
  • Provide hosting assistance if needed
  • Proof weekly webinar registration e-blasts


  • Research and recommend new applications to optimize and streamline association operations
  • Assist in developing and maintaining processes and standard operating procedures are developed and maintained as it pertains to meeting/services procurement and invoice close
  • Respond to member inquiries in a prompt, courteous and professional manner



  • College degree preferred.  
  • Demonstrated experience arranging and managing corporate travel
  • Excellent written and verbal communication skills 
  • Strong analytical and innovative problem-solving skills 
  • Proficient in Microsoft Office and experience with AMS software
  • Excellent customer service skills and ability to develop strong relationships with colleagues and internal and external constituents  
  • Resilience to maintain positive and friendly attitude in a high-stress, fast-paced conference environment.
  • Ability to efficiently handle multiple priorities in a fast-paced environment with attention to detail.
  • Ability to travel including sometimes with short notice. Support at meetings and conferences could include extended hours. Demonstrated ability to work effectively with individuals at levels and to communicate in both oral and written form, clearly and concisely with management and support staffs, ability to work independently, prioritize work assignments and to handle may projects simultaneously, able to work under pressure and deadlines.  

Disclaimer Statement: The preceding job description has been written to reflect management’s assignment of essential functions. It does not prescribe or restrict the tasks that may be assigned. 

AAMVA is an Equal Opportunity Employer—M/F/D/V

Job Information

  • Job ID: 59359082
  • Location:
    Arlington, Virginia, United States
  • Position Title: Registration & Travel Manager
  • Company Name: The American Association of Motor Vehicle Administrators
  • Job Function: Chapter Relations
  • Job Type: Full-Time
  • Job Duration: Indefinite
  • Min Education: Associates Degree
  • Min Experience: 3-5 Years
  • Required Travel: 10-25%

American Association of Motor Vehicle Administrators (AAMVA) is an international, not-for-profit organization. AAMVA was founded in 1933 and represents the state, provincial, and territorial officials in the United States and Canada, who administer and enforce motor vehicle laws. Core Values: As an organization, AAMVA believes core values are critical to individual and Association success and effectiveness. Every individual will exhibit behaviors consistent with the following core values: • Integrity and honesty i...

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