Summary: Registration Services is responsible for the registration management of 40+ meetings annually. This position will be required to independently manage registration for internal and external clients as assigned by the Manager, Registration and Travel Services. Management includes, but is not limited to, providing guidance and direction to internal and external clients while assessing their registration needs, budget preparation, adherence, and financial reporting, as well as creating and managing timelines and production schedules. The Senior Administrator will also develop programming notes/business rules for virtual meeting site access, registration website development, facilitate database integration with various ACS Divisions and outside vendors as required (i.e. web services for virtual meeting access, membership verification, mobile apps, online CME claiming, session scanning, etc.). Manage registration vendors to ensure accurate programming and functionality of registration websites. Smaller meetings will require Senior Administrator to develop website within certain software programs, which includes testing site functionality and ensuring integration with other databases. Development of mobile meeting app for some meetings. Onsite registration management, which includes providing direction, management, and training of temporary staff, and other outside contractors - including but not limited to registration providers, electricians, general contractors, etc. Provides guidance to junior team members and other responsibilities as assigned.
This exempt position will report to the Manager, Registration and Travel Services in the Division of Convention and Meetings.
Management of advance and onsite registration for attendees, guests, and exhibitors for meetings as assigned - includes quality control weekly financial and registration updating reporting to client, C&M leadership, client teams and others as required. Determines number of temporary personnel needed to staff registration areas and provides direction onsite. Provides direction to other outside vendors onsite as needed (i.e. registration vendor, general contractor, electricians, etc.). Problem-solving, email and phone support as needed; marketing/promotion assistance as assigned. Provides final registration numbers and financial data to client, team and leadership.
Assess meeting needs and registration fee structure; provide direction, guidance, and recommendations to clients as required. Create and present registration productions schedule and timelines. Provides progress updates and financial reports, pre-con overview, and post-meeting data.
Develops programming documents to outline meeting business rules and objectives required for website programming/functionality. Smaller meetings will require website programming and development by Senior Administrator. Provides direction and management to registration vendors to ensure accurate website programming. Extensive testing and retesting of websites to ensure a quality experience for attendees.
Facilitate database integration between several ACS Divisions and outside vendors as required. This includes but is not limited to web services for virtual meeting platform access, membership verification, meeting apps, online CME claiming, and session scanning.
Manage and assist with attendee needs as needed while registration is open.
Work with all parties to implement the Health Safety Procedures of the American College of Surgeons at all meetings. This includes, but is not limited to, attendee attestation collection through registration and meeting check-in procedures.
Other duties as assigned.
Required Education and/or Experience:
Bachelor’s degree in a related field preferred but not required; CMP a plus.
Minimum of 4 years’ experience preferred in one or all of the following: registration management, meeting planning/management, event management, trade show management, or related experience.
Association or meetings industry vendor experience desired.
Must be capable of managing meetings independently from start to finish.
Knowledge of registration website design and functionality is required.
Strong working knowledge of Microsoft Office Products (Outlook, Word, Excel, and PowerPoint) and internet skills. Advanced computer skills helpful.
Excellent communication skills (verbal and written) necessary to effectively interact with all levels of organization.
Capable of providing excellent customer service.
Attention to detail and organizational skills.
Must be able to multi-task.
Display high level of energy and thrive in a fast-paced environment.
Self-motivated and able to work independently and as a member of a team.
Ability to plan and prioritize workload and meet deadlines.
Ability to establish strong working relationships with all division teams and management.
Physical/Work Environment: Fast paced with significant people interaction. No lifting over 20 pounds, minimal reaching bending and stooping. Performs work in a normal office environment with long hours in front of the computer.
Other Necessary Requirements: Occasional evening or weekend duties may be required. Minimal travel (approximately once per quarter) for out of town meetings is required. Hours will be early morning to evening when onsite for a meeting.
The American College of Surgeons is committed to working with and providing reasonable accommodations to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the employment process, please send an e-mail to firstname.lastname@example.org or call (312) 202-5000 and let us know the nature of your request and your contact information.
The American College of Surgeons is a professional and educational organization of surgeons that was founded in 1913 to raise the standards of surgical practice and improve the quality of care for surgical patients. The College is dedicated to the ethical and competent practice of surgery. Its achievements have significantly influenced the course of scientific surgery in America and have established it as an important advocate for all surgical patients. The College has more than 80,000 members and is the largest organization of surgeons in the world. For more information, visit www.facs.org.