The Senior Coordinator will provide customer service, administrative, and logistical support to the Programs and Meetings department, specifically focusing on registration. The ideal candidate is organized, energetic, forward-thinking, and creative. This position requires an individual with the ability to work efficiently on several projects at one time, is results-oriented, has prioritization skills, and can adapt to a fast-paced, changing environment. This position entails cross-departmental interaction with PDA staff. 

Duties and Responsibilities

The Senior Coordinator, Registration Services is responsible for:

• Serving as a primary point of contact for registration questions and serves as back-up to other department members;
• Processing registration forms in a timely manner;
• Providing customer service to meeting attendees via phone and email;
• Maintaining supplies, including inventory management, ordering, preparing, packing, and unpacking, etc. (e.g., badge stock, ribbons, badge holders, tote bags, office supplies, etc.;
• Processing department purchase orders and following up on pending invoices from vendors;
• Assisting with proofing attendee information for events;
• With the Assistant Director, Programs and Registration Services, internal testing of online event registration for all assigned meetings, including suggesting and implementing changes;
• Monitoring active registrations and payments; providing scheduled reports and ad hoc reports as requested;
• Troubleshooting registrant issues;
• Assisting with onsite management of registration, including set-up/tear-down, enforcing registration rules; answers registration customer service questions etc.;
• Assisting with in-house courses as assigned, including management of registration/check-in process and maintaining common areas used by course participants;
• Serving as a back-up for the receptionist as assigned; and
• Other duties as assigned.

Education/Experience

Bachelor’s Degree in a related field and 3 years related experience in office administrative responsibilities and event support or equivalent combination of education and experience. Customer/Client/Member service experience and professional telephone manner is essential.

Computer Skills

• Intermediate knowledge of Microsoft Word, Excel, PowerPoint, Outlook, Teams;
• Internet search capability;
• Knowledge of registration software and database management is desired; and
• Experience with Aptify is highly desirable

Math Ability

Ability to add, subtract, multiply, and divide in all units of measure, as well as maintain accurate financial records is required.

Competencies

To perform the essential functions of this position and the job successfully, an individual should demonstrate the following competencies:

• Ability to work in a fast paced, team-oriented environment and sometimes under tight deadlines;
• Ability to work both independently and with a team;
• Ability to interpret a variety of instructions furnished in written, oral, or diagram form;
• Problem solving—the individual identifies and resolves problems in a timely manner with direction; gathers and analyzes information skillfully and maintains confidentiality;
• Interpersonal skills—the individual maintains confidentiality, remains open to others' ideas and exhibits willingness to try new methods to complete assignments;
• Oral communication—the individual speaks clearly, can accurately process verbal instruction, asks questions if something is unclear and willing to present innovative ideas to improve processes when applicable;
• Written communication—the individual edits work for spelling and grammar, presents numerical data effectively and can draft and interpret concise correspondence;
• Quality control—the individual demonstrates accuracy and thoroughness in their work;
• Adaptability—the individual balances competing demands and can switch gears to accommodate change and unforeseen circumstances;
• Dependability—the individual is consistently at work and on time, follows instructions, responds to management’s direction and solicits feedback to improve performance; and
• Safety and security—the individual observes safety and security procedures and uses equipment and materials properly.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Ability to take direction, and accomplish tasks efficiently, on time, and accurately;
• Ability to prioritize work and to organize an office environment;
• Ability to work independently with minimal guidance as well as within a team (e.g., take direction from supervisor and other colleagues/project leads within the department);
• Ability to apply sound judgment and use discretion when dealing with sensitive information;
• Excellent interpersonal, analytical and communication (both written and oral) skills;
• Comprehension and use of proper grammar (both written and oral);
• Availability to work outside of normal business hours and on weekends prior to and during events, with advance notice;
• Ability to travel periodically, with advance notice; and
• Excellent organizational skills.

Physical Demands

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.

• Ability to independently ascend and descend stairs;
• Ability to independently reach, twist and bend;
• Ability to independently remain stationery for extended periods of time; and
• Ability to independently lift up to 30 pounds when required by work assignment.