Registration Services Coordinator

1 week ago

Oak Brook, Illinois, United States Radiological Society of North America Full time
Job Summary

We are seeking a highly motivated and organized professional to join our team as a Registration Services Coordinator. In this role, you will be responsible for supporting the planning and execution of registration projects and daily tasks related to the RSNA annual meeting, as well as various external and internal meetings.

Key Responsibilities
  • Serve as primary contact and provide excellent customer service to meeting registrants, exhibiting companies, and staff throughout the year on registration inquiries.
  • Efficiently manage and respond to all inquiries in the general registration email inbox. Maintain and update templated responses to ensure accurate and consistent communication, aligning with the customer service team.
  • Assist in the development, testing, and implementation of all annual meeting registration websites; continuously seeking improvement to enhance the user experience.
  • In conjunction with the Coordinator: Hotel Services and the Executive Department, manage registration for special groups, including VIP attendees, award winners, staff, and contractors.
  • Manage in-house registration process for webinars and Department of Research programs by collaborating with Customer Service, IT, Business Intelligence, and department owners on business requirements gathering, website development, testing, and customer support.
  • Analyze registrant data under the guidance of the Manager: Registration Services to develop and disseminate comprehensive registration reports. Assist with weekly and post-convention report distribution and maintenance, including a city-wide convention rate and policy comparison chart.
  • Maintain electronic reference files of screenshots from the meeting websites and physical samples of all registration materials. Ensure meeting registration website information is relevant and accurate.
  • Manage ribbon requirements for all meetings, including maintaining an accurate inventory, fulfilling order requests, reviewing ribbon proofs, distribution, and coordinating onsite ribbon wall procedures.
  • Oversee all aspects of the Fun Run, including pre-race preparations and post-race activities. Responsibilities encompass ordering materials, coordinating with the marketing team, managing onsite activities, and liaising with race vendors.
  • Manage collation and production of meeting badges and registration packets, including inventory management and order fulfillment. Process requests for receipts, invoices, and certificate of attendance documents.
  • Assist all ADA registrants with meeting requirements.
  • Identify process efficiencies and innovations where needed.
Requirements
  • Bachelor's degree preferred.
  • 2 years of customer service experience with excellent verbal and written communication skills.
  • Ability to maintain professionalism and positive attitude, even in high-pressure situations or times of ambiguity.
  • Strong attention to detail and excellent organizational skills.
  • Ability to work independently, manage multiple tasks with accuracy in a fast-paced environment, and meet deadlines.
  • Previous experience in meeting registration systems is a plus.
  • Intermediate knowledge of Microsoft Office and Smartsheet.
  • General knowledge of Personify or Association Management Systems (AMS) is a plus.
  • Travel required once per year to the annual meeting.

The Radiological Society of North America is an equal opportunity employer and prohibits discrimination and harassment of any kind. RSNA is committed to hiring and employing qualified people without regard to race, color, religion, sex, marital status, national origin, age, disability, veteran status, citizenship status, genetic information, sexual orientation, unfavorable military discharge, ancestry, order of protection status, pregnancy, or any other legally protected characteristic. All employment decisions at RSNA are based on business needs, job requirements, and individual qualifications.

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