Registration and Meeting Coordinator at Association of Washington Cities in Olympia, Washington

Posted in Other about 22 hours ago.

Type: full-time





Job Description:

Association of Washington Cities (AWC) is recruiting a full-time Registration and Meeting Coordinator to join our dynamic and customer orientated team.

The purpose of the Registration and Meeting Coordinator is to provide support for conferences, forums, workshops, and webinars with emphasis on the lifecycle of the registration process. This will include tracking registration trends, attendee feedback, coordinating pre and post-event communications, and responding to registration or system-related inquiries.

AWC welcomes applicants from all backgrounds. We value the unique views, backgrounds, experiences, expertise, and potential of all our employees. We are committed to following our core values of collaboration, equity, innovation, integrity, and respect.

AWC offers a comprehensive total rewards package that includes:
  • Exceptional benefits - AWC pays 100% of medical premium for employee and 90% of the medical premium for spouse/domestic partner and child(ren) up to age 26; and 100% of dental and vision insurance
  • Basic life insurance and disability insurance
  • Four hours of paid vacation leave in first year of employment for every semi-monthly pay period, with generous increase in vacation hours earned thereafter
  • Four hours of paid sick leave for every semi-monthly pay period
  • 11 paid holidays and two floating holidays each year
  • 401k with employer matching up to 10% of employee salary or eligible student loan payments
  • Opportunity for outstanding performance awards and tuition assistance
  • Employer funded HRA ($770 to $1,980 depending on dependents)
  • Sabbatical program
  • Staff events
  • Training and development opportunities
  • A workplace where you know you are providing valuable services and making a difference

The salary range for this position is $59,808 - $89,712 annually. The top candidate's placement within the range will reflect education, training, and experience consistent with AWC policies.

This position will work full time in the AWC office in Olympia, WA.

The recruitment closes on January 6, 2025 at 5 pm.

Essential duties
  • Coordinate event registration process through the event life cycle, including but not limited to registration product set-up, testing, scholarship and other campaign code set-up and monitoring, speaker and complimentary registrations, monitoring registration lists, event confirmation, post-event reconciliation, pre and post event email, application of continued education credits (CML credits), and meeting closeout
  • Obtain and maintain proficiency in using the association management system; coordinate with other internal superusers to update processes where needed, and leverage system functionality
  • Work with event lead to create post-event evaluation; track data received and evaluate trends from year-to-year and across events
  • Play a lead role in annual budget development process by providing registration and other trend data
  • Review monthly financials to ensure expenditures charged to budgets are coded appropriately and are in-line with budget; review registration income and scholarship usage to track actuals against budget assumptions
  • Serve as customer service liaison to inquiries regarding general conference and event inquiries, registrations, cancellations, and billing questions and forwards inquiries, when necessary, to event leads, meeting planner, or other key staff; assists customers by telephone, email, and in person
  • Support conference exhibit hall, including response to general inquiries and registration
  • Lead the annual training survey; analyze data and engagement trends; support internal staff on reports and presentations
  • Conduct on-site registration activities; respond to inquiries from registrants; handle on-site registration issues as they arise
  • Coordinate with internal teams to ensure sufficient inventories of registration materials and supplies including badge stock, badge holders, attendee ribbons, printer supplies; ensures items are ordered as needed
  • Develop and maintain workflow documentation for registration process and ensure completion of technical documentation as needed; ensure project documents are complete, current, and stored appropriately
  • Coordinate and track event sponsors, to include thank you correspondence, invoicing, hotel reservations; coordinate with Meeting Planner and Communications team as needed to ensure sponsor registration/hotel information and materials are received
  • Provide backup to administer online meetings and webinars, as needed
  • Maintain regular and predictable attendance and punctuality in order to meet event-related deadlines; travel to on-site events to lead registration and perform other duties as assigned
  • Serve as backup to the administrative team to print name badges, table tents, and other onsite materials, as needed
  • Assist on special projects requiring data review, verification, or analyzation as needed, to include support for the Center for Quality Communities scholarship program evaluation process

Requirements
  • Three years' experience in a similar position utilizing data and proprietary systems; basic accounting principles preferred
  • Associates degree required. Experience may be substituted year-for-year for academic achievement.
  • Must maintain a valid Washington State driver's license in good standing

What you bring to the team
  • Basic principles of accounting and finances in relation to balancing and compiling financial reports
  • Ability to plan, organize and prioritize multiple diverse work tasks
  • Proficient in Microsoft 365 office products and have the ability to learn and use a wide variety of proprietary software, troubleshoot as needed
  • Ability to take large dataset and organize data in Excel, utilizing advanced features to build reports
  • Ability to juggle competing demands between long-term projects and emergent needs
  • Ability to work as a member of a team and to collaborate on program initiatives
  • Ability to pay extremely close attention to detail and to monitor one's own work for errors
  • Budget preparation and billing practices
  • Possess strong communication skills and articulate clearly both with the written and spoken word, demonstrating a high degree of accuracy
  • Ability to review processes and recommend and implement ways to create greater efficiency
  • Ability to be flexible and open to changing priorities and managing multiple tasks simultaneously within compressed timeframes
  • Ability to meet deadlines and complete assigned tasks in a timely manner
  • Ability to model the organization's high standards of quality customer service to all internal and external customers; represent AWC in a positive professional manner, while using tact, discretion, and courtesy
  • Demonstrate a commitment to diversity, equity, inclusion, and belonging through continuous development, modeling inclusive behaviors, and proactive management of personal bias
  • Protect the confidentiality, integrity, and availability of data, assets, and services through understanding of and adherence to all security and data privacy policies and practices
  • Demonstrate punctual and reliable attendance

To request reasonable accommodations in the application process, please email recruiting@awcnet.org.

AWC is looking for people who can help us achieve our mission and vision, not just check the boxes. If you're excited about this role and interested in supporting local government, we encourage you to apply. You might just be the right candidate for this role or other roles at AWC!

All offers of employment are contingent to authorization for employment in the United States, criminal background check, reference checks, and required degree/credential verification. Information obtained from the background check will not necessarily preclude employment but may be considered.

All AWC employees must work in Washington state, unless explicitly preapproved by the CEO to work in Oregon or Idaho.

AWC is an Equal Opportunity Employer and values diversity on our team. Applicants are considered for positions without regard to race, color, religion, creed, sex, sexual orientation, national origin, ancestry, age, perceived or actual physical or mental disability, genetic information, marital status, veteran status, gender identity or expression, as required by federal, state, and local laws.

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