Overview

The Registration Specialist I provides registration support for all events and educational offerings, which includes webinars, custom virtual or in-person events, as well as virtual and online courses and trainings for the Education and Events department. In addition, the Registration Specialist I is responsible for customer support via email and phone. Throughout the year this position will have the opportunity to travel to in-person events across the US to execute onsite registration needs and support at events.

 The ability to interact with staff (at all levels) in a fast-paced environment, to remain proactive, to be resourceful and efficient, and to maintain a high level of professionalism are essential. High-quality written and verbal communication skills, strong decision-making ability and attention to detail are equally important. This position supports the goals and mission of APIC and has high visibility and significant interaction with members, volunteers, vendors, leaders, and partner organizations.

 This position exemplifies the APIC staff core values of Ownership, Unity, and Commitment.  

This is a local or remote position.  Local candidates are defined as a person having a legal residence in DC, MD, or VA and lives within 75 miles of our HQ in Arlington, VA.  Local candidates will have telework options available up to five days per week.  Remote candidates are defined as candidates are those that live outside the definition of a local candidate.  Remote candidates work from home five days per week. All employees of APIC are expected to attend meetings in person as needed, be it at our HQ in Arlington or for travel.

Major Duties and Responsibilities 

Registration Support and Coordination (60%)

• Enter registration data in the database
• Draft and email registration confirmations
• Contribute to overall development, testing, and proofing of registration website(s)
• Review attendee registrations for accuracy as they are submitted
• Pull, crosscheck, and summarize attendee reports as needed
• Serve as the point of contact for attendee registration changes
• Produce badges and rosters
• Registration packet and badge assembly
• Process registrations, including cancellations and changes
• Prepare and ship materials for live events. This includes printing, stuffing, and folding of registration materials and badges, and restocking onsite supplies to ship to event locations
• Assist with registering attendees for all events, including but not limited to e-learning courses, intensive trainings, webinars, etc.
• Maintain record keeping for the department

Customer Service (25%)

• Provides customer service both internally and externally. Responds to emails, voicemails, and department telephone inquiries

Accounting and Financial Support (15%)

• Support financial management of each course or offering by preparing honorarium check requests, providing and tracking returned expense reports, and tracking and reporting registration numbers 
• Prepare invoices as requested by registrants
• Process payments through Anybill, including but not limited reimbursements. Process refunds for attendee cancellations.
• Develop and maintain reports to track refunds
• Work directly with accounting to ensure refunds are processed in a timely manner
• Work directly with accounting to ensure checks are processed in a timely manner
• Maintain check log to ensure funds are properly allocated and that refunds are sent in a timely manner

Knowledge and Skills required for position: 

Education/Experience: 

• High School Diploma with some years of college preferred.
• 1-2 years of administrative experience, preferably in an association or non-profit setting.
• Excellent customer service, interpersonal, verbal, and oral communication skills; must be a team player and have the ability to manage a variety of work styles and personalities, including excellent attention to detail.
• Online registration systems experience a plus
• Strong experience with Registration Management, managing event registration websites; serves as key contact for event registration

Knowledge, Skills, and Abilities:

• Exceptional organizational skills, with the ability to establish priorities, manage multiple demands and projects, and meet deadlines.

• Advanced knowledge and proficiency with Microsoft Office products (Outlook, PowerPoint, Word, Excel) and database management systems. 
• Knowledge of Cadmium, iMIS and Fonteva a plus.

• Strong project management skills; open, collaborative, and responsive in a detail-oriented management environment given cross-cutting internal organizational relationships and high-level volunteer relations role.

• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Knowledge of event management planning (including: pre/post and onsite logistics management), experience preparing requests for proposals for events, reviewing and interpreting hotel and catering contracts.
• Self-management – Sets well-defined and realistic goals; takes initiative, monitors progress, and is motivated to achieve; manages own time and is able to successfully juggle multiple and/or competing priorities in an efficient and effective manner.
• Results oriented – ability to prioritize and work at fast pace and meet critical deadlines.
• Customer service – works and communicates with members and customers to satisfy their expectations. Committed to quality service.
• Oral communication – ability to communicate information in a professional, clear, and concise manner with individuals at all levels, including board members, member volunteers, association executives, government agency staff.
• Written communication – ability to effectively communicate information and ideas in writing.
• Confidentiality – ability to work with and maintain the confidentiality of data and information.

• Ability to work individually and as part of a team
• Excellent proofreading and editing skills

APIC is an Equal Employment Opportunity Employer.