Registrar (Event Services Coordinator), Conference Services

Indiana University Bloomington; Indianapolis (IN); On-site; USD 42,000 - 60,000; Full time

Job summary

Indiana University Bloomington is seeking an Event Coordinator Specialist to oversee online registration, payment processing, participant data, and abstract submission for conferences and non-credit programs across IU. You will translate client needs into effective registration solutions throughout the project lifecycle, including onsite support when required.

The role emphasizes coordinating with university departments and external clients, ensuring compliance with policies, and maintaining

Qualifications

• High school diploma or equivalent required.
• BA/BS in business or related field preferred.
• 4 years in events, customer service, or related field.
• Experience with online event registration and abstract submission systems.
• Ability to train and support clients in online systems.

Responsibilities

• Manage complex online registration and payment for conferences and events across IU campuses.
• Consult with clients to assess needs and design registration solutions.
• Configure online registration forms and workflows.
• Oversee registration projects from consultation to closeout.
• Provide ongoing consultation, support, and reporting to clients.
• Coordinate event design, layout, and logistics.
• Train clients and colleagues in registration systems.

Skills

Proficient communication skills

Professionalism

Time management

Quality commitment

Flexibility in fast-paced environment

Thorough and dependable

Initiative

Customer relationships

Education

High school diploma or equivalent

Bachelor's degree in business or related field

Tools

Online registration platforms

Abstract submission systems

Job description

Department

UNIVERSITY EVENTS AND CONFEREN (UA-UECO-IUINA)

Department Information

The Office of Conferences and Event Registration Services (OCERS)manages 1 of Indiana University's critical enterprise systems forevent registration, revenue collection, and participant management.Through this system, OCERS supports approximately 1,300conferences, programs, and non-credit activities across IndianaUniversity (IU) campuses each year and facilitates the collectionand management of approximately $11 million in annualrevenue.

The scope and complexity of OCERS registration services has grownsignificantly in recent years. Registration programs supportactivities taking place across IU campuses, throughout the stateand nation, and internationally. The registration team works withuniversity departments and external organizations to develop andadminister registration processes that meet the specificoperational, financial, and participant needs of eachprogram.

OCERS is responsible for ensuring appropriate fraud detection andprevention protocols are followed for registration and revenueactivities. This requires ongoing evaluation and monitoring ofregistration activity and an understanding of risks includingpayment and financial fraud, phishing and identity-related fraud,and fraudulent registrations associated with international travelor visa applications.

The service areas of IU Conferences and Event Registration Services include:

• Event registration and revenue collection
• Registration system development, administration, andsupport
• Comprehensive academic conference planning
• Planning and management of summer conferences and camps
• Virtual program management and streaming
• Event planning and travel assistance for internationalprograms
• Entrepreneurial and non-credit program support

Job Summary

This Event Coordinator Specialist position serves as a Registrarwithin OCERS. Registrars specialize in the design, administration,and management of online registration, payment collection,participant data, and abstract submission processes forconferences, events, and non-credit programs throughout IU. TheRegistrar works directly with university and external clients tounderstand program needs, translating those needs into effectiveregistration solutions while managing assigned registrationprojects throughout their lifecycle, from initial consultation andsystem configuration through participant support, financialprocessing, reporting, onsite registration when required, andregistration closeout.

Department-Specific Responsibilities

• Manages complex online registration and payment collectionprocesses for conferences, events, and non-credit programs servingIU clients across multiple campuses
• Consults with clients to assess registration needs and developsregistration solutions based on program structure, participantexperience, financial requirements, reporting needs, and universitypolicies
• Designs, configures, tests, launches, and maintains onlineregistration forms and associated registration workflows
• Manages assigned registration projects throughout the registration lifecycle, including initial consultation, systemconfiguration, testing, launch, ongoing maintenance, participantsupport, reporting, and registration closeout
• Configures registration options including registration types,fees, discounts, sessions, activities, capacity limits, paymentoptions, and other program-specific requirements
• Ensures registration and revenue collection processes complywith university requirements and applicable payment-card andinformation-security standards
• Monitors registration activity and follows established frauddetection and prevention protocols
• Establishes registration processes, deadlines, cancellation andrefund policies, and other registration requirements inconsultation with clients
• Performs quality assurance testing of registration forms,payment processes, confirmation communications, and registrationworkflows prior to launch and throughout the registrationperiod
• Provides ongoing consultation and support to clients regardingregistration activity, participant needs, reporting, andregistration-related issues
• Serves as a primary point of contact for registrants,responding to inquiries and assisting participants withregistration, payments, cancellations, refunds, and otherregistration-related needs
• Monitors and responds to inquiries received throughregistration phone lines and shared email accounts
• Processes payments, cancellations, refunds, and otherregistration transactions in accordance with IU revenue processingrequirements
• Maintains accurate registration and financial records andcollaborates with accounting staff to support reconciliation andappropriate transfer of program funds
• Develops, generates, and maintains registration reports andparticipant data to support client operational and programneeds
• Identifies, troubleshoots, and resolves registration system,payment, data, and participant issues
• Manages onsite registration operations when required, includingparticipant check-in, onsite registrations, payment processing,registration changes, and troubleshooting
• Trains and supports clients, colleagues, and other users inregistration systems, processes, reports, and related tools
• Manages online abstract, proposal, or presentation submissionprocesses for conferences and programs
• Consults with clients and program coordinators to definesubmission requirements, review criteria, workflows, timelines, andreporting needs
• Configures and tests abstract submission and review systems tomeet program-specific requirements
• Manages submission and review timelines and coordinatesdistribution of submissions to appropriate reviewers orcommittees
• Trains and supports program chairs, review committee members,and other users in online submission and review processes
• Troubleshoots submission and review issues and providestechnical and process support throughout the abstract managementlifecycle

General Responsibilities

• Coordinates basic and increasingly more complex design, layout,and logistics of events including seminars, workshops, boardmeetings, conferences, student and alumni events, performances, andexhibitions
• Acts as a liaison with relevant vendors, partner organizations,departments, and/or facilities and ensures event plans adhere tostipulated budget, specifications, policies, and standardprocedures
• Answers guest and customer calls and emails and providesinformation related to event services
• Maintains files, documents, calendars, and event-relatedcorrespondence records. Maintains mailing lists and may help withprinting and distribution of event marketing materials
• Assists in the setup of meeting or conference spaces; maydelegate setup tasks to Set-Up Coordinator(s) depending on eventsize/scope
• May interface with media and/or marketing and communicationsrepresentatives regarding calendar of events and eventpublicity
• May address urgent or escalated issues, escalating tosupervisor as needed
• May provide guidance to lower-level Event ServicesCoordinators; may make process recommendations to supervisor forincreased operational efficiency

Qualifications

Combinations of related education and experience may beconsidered. Education beyond the minimum required may besubstituted for work experience. Work experience beyond the minimumrequired may be substituted for education.

Education

Required

• High school diploma or equivalent (such as HSED or GED)

Preferred

• Bachelor's degree in business or a related field

Work Experience

Required

• 4 years of experience in events, customer service,administrative, or a related field

Preferred

• 5 years of experience in registration, business operations,customer service, financial processing, events, programadministration, or a related field
• Experience administering online registration, event management,abstract submission, or similar database-driven systems

Skills

Required

• Proficient communication skills
• Maintains a high degree of professionalism
• Demonstrates time management and priority setting skills
• Demonstrates a high commitment to quality
• Possesses flexibility to work in a fast paced, dynamicenvironment
• Highly thorough and dependable
• Possesses a high degree of initiative
• Ability to build strong customer relationships

Preferred

• Strong customer service and client consultation skills
• Strong organizational skills with exceptional attention todetail and accuracy
• Ability to independently manage multiple registration projects,competing priorities, and deadlines
• Demonstrated ability to learn, configure, and effectively usecomplex online systems and technology
• Strong analytical, troubleshooting, and problem-solvingskills
• Ability to evaluate information, identify issues, and determineappropriate solutions independently
• Ability to work with financial transactions and maintainaccurate financial and registration records
• Ability to interpret and consistently apply policies,procedures, and established business practices
• Ability to train and support clients, colleagues, and otherusers in online systems and processes
• Ability to work collaboratively with clients, colleagues, anduniversity partners
• Demonstrated professionalism, discretion, sound judgment, andcommitment to confidentiality and information security
• Demonstrated commitment to quality assurance, consistency,follow-through, and continuous improvement
• Experience with online event registration, conferencemanagement, or abstract submission systems
• Knowledge of registration system configuration andadministration
• Knowledge of revenue processing practices, including paymentprocessing, refunds, reconciliation, and fund transfers
• Experience developing reports and working with registration orparticipant data
• Experience managing abstract, proposal, or presentationsubmission and review processes
• Experience supporting onsite registration operations
• Experience identifying and resolving registration, payment, orsystem-related issues in time-sensitive environments
• Demonstrates independent judgment, technical aptitude, andfinancial accountability
• Ability to work collaboratively with conference managers,accounting staff, clients, and other university partners whilemaintaining primary responsibility for the registration functionsassociated with their assigned programs

Working Conditions / Demands

This role regularly requires the ability to effectivelycommunicate. This role frequently requires the ability to handleequipment. This role frequently requires the ability to remainstationary and ascend/descend ladders/stairs. This role requiresthe ability to move objects weighing up to 25 pounds. The rolerequires the ability to detect items in close proximity as well asfar away; discern between colors; detect objects in peripheralspace of self; discern items in detail; and to have good depthperception. The person in this role must be able to perform theessential functions with or without an accommodation.

This role requires occasional travel to conferences throughout thestate and, at times, nationally, or internationally.

Work Location

Bloomington, Indiana or Indianapolis, Indiana

Benefits Overview

For full-time staff employees, Indiana University offers a widearray of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, criticalillness, and supplemental accidental death & dismembermentinsurance
• Base retirement plan with generous IU contributions, subject tovesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IUcourses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteerevents
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IUBenefit Programs Brochure.

Job Classification

Career Level: Mastery

FLSA: Nonexempt

Job Function: Operations

Job Family: Events

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Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on theadvertised Close Date. This posting may be closed at any time atthe discretion of the University, but will remain open for aminimum of 5 business days. To guarantee full consideration, pleasesubmit your application within 5 business days of the PostedDate.

If you wish to include a cover letter, you may include it with yourresume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal opportunity employer and provider ofADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discriminationhere which includes contact information

Campus Safety and Security

The Annual Security and Fire Safety Report, containing policystatements, crime and fire statistics for all Indiana Universitycampuses, is available online. You may also request a physical copy by emailing IU Public Safety at [e-mail] or by visiting IUPD.

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