Registration Coord

TITLE:

Registration Coordinator

REPORTING RELATIONSHIP:

Manager, Registration Services

BASIC FUNCTIONS:

Process and coordinate registrations and exhibit applications for all assigned American Academy of Pediatrics (AAP) meetings, including the National Conference & Exhibition (National Conference). Provide customer service support to registrants. Provide administrative support for Continuing Medical Education (CME) courses, the National Conference, and other meetings as assigned.

DUTIES AND RESPONSIBILITIES:

1. Coordinate the registration process for assigned courses, including advance, on-site, faculty, and other invited guests. Maintain list of one day, amount due, cancellations, no-show registrants, and special dietary requests for assigned courses.

2. Provide phone coverage, responding to attendees questions, troubleshooting issues, processing registrations, and connecting them with appropriate resources as needed.

3. Coordinate the administration and maintenance of registration payments for assigned courses. Coordinate the application of financial activity to assigned courses per attendee, including invoicing of payments.

4. Review registrations for session completion and follow-up with any incomplete breakout session selections.

5. Maintain a master checklist and track inventory for assigned courses, including advance/onsite registration, printing, and shipment of registration supplies, signs, CME certificates, and other course-related materials.

6. Coordinate and prepare all course signage for daily concurrent sessions for assigned courses.

7. Provide administrative support for various CME meetings, including the National Conference.

8. Collaborate and communicate with relevant staff about registration logistics and expectations.

9. Manage the general registration e-mail and respond to the various inquiries.

10. Process exhibit applications for assigned courses, including maintenance of exhibitor database, associating exhibitor contact to exhibiting company, and financial activity per company.

11. Coordinate and prepare assigned course shipments to on site location, including compiling appropriate course related materials from various areas of the AAP.

12. Coordinate supply requests and inventories for badge holders and other registration materials. Provide appropriate account and budget numbers for outside orders.

13. Travel and assist onsite for assigned courses, including the National Conference.

14. Manage and track international group registrations for the National Conference. Communicate with primary group contact to coordinate group pick-ups at the conference.

15. Maintain and update master grid of international group contacts from year to year, including contact information, sponsoring pharmaceutical company, etc.

16. Coordinate and prepare training manuals to be used by temporary help at the National Conference.

17. Perform other duties as assigned.

EDUCATION:

Bachelor's degree in hospitality management, communication, business, or related field or an equivalent combination of related education and work experience required.

EXPERIENCE:

At least two years' related administrative and/or customer service experience required, including some database management. Experience in registration (live and virtual), meeting planning and/or accounts receivable, and working in an association preferred.

ESSENTIAL SKILLS:

Must be detail-oriented and able to handle a heavy workload, manage multiple priorities simultaneously, take initiative, work both independently and as part of a team, collaborate effectively with various internal and external constituents, and maintain a positive and cooperative team-oriented work environment with a commitment to fostering a culture where everyone feels valued and respected. Excellent interpersonal, time management, organizational, problem solving, and verbal/written communication skills required. Strong technical acumen essential with proficiency in MS Office, experience with databases, and the ability to learn and apply new technologies; experience with virtual meeting platforms (e.g., WebEx, Teams, Zoom) and document collaboration platforms (e.g., SharePoint) preferred. Fluency in Spanish with the ability to read, write, speak, and translate between English and Spanish preferred. Some travel, evening/weekend work, and overtime required.

A reasonable estimate of the current base pay range for this position is $29.92/hr - $31.58/hr. Compensation decisions take into account a wide range of factors, including but not limited to relevant experience, skills, certifications, geographic location, business needs, and organizational policies. In addition to those factors, we believe in the importance of pay equity and consider internal equity of our current team members as a part of any final offer. Hiring at the maximum of the range would not be typical. We also offer a comprehensive benefits package which includes healthcare and retirement savings plans. Click to see all benefits offered: https://downloads.aap.org/DOHRAS/BenefitsAtAAP.pdf.

Hybrid work environment of 40% of work time in the office per month.

To learn more about the organization, see a full job description, and/or apply for the position, please visit https://www.aap.org/employment.

The AAP offers an excellent work environment, competitive salary, and a comprehensive benefits package. As a reaffirmation to our employee-focused culture, since 2005 the AAP has been named one of the 101 Best and Brightest Companies to Work for in the Chicagoland area. Additionally, we are an Equal Opportunity Employer of Minorities, Females, Individuals with Disabilities, and Veterans that values the strength diversity brings to our workplace.

Reasonable Accommodation: Individuals with a disability in need of a reasonable accommodation regarding the job application process may call 630-626-6297. Please note, only those inquiries concerning a request for reasonable accommodation will receive a response.