Senior Coordinator, Registration

American Academy of Dermatology; Rosemont (IL); Hybrid; USD 60,000 - 80,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Tuition reimbursement

Bonus program

Retirement plan

Paid time off

Hybrid work environment

Job summary

The American Academy of Dermatology is seeking a Senior Coordinator, Registration in Rosemont, IL to lead end-to-end registration and housing activities for the Annual Meeting, Innovation Academy, and regional meetings. You will coordinate communications, update registration pages, and oversee on-site operations with a focus on data integrity and customer service.

You will work with IT and Meetings and Conventions teams to test updates, manage housing codes, and produce analytics for reporting.

Qualifications

• Associates degree highly recommended; Bachelor's degree preferred.
• Strong verbal and written communication skills required.
• Ability to organize, follow-up, and prioritize tasks.

Responsibilities

• Coordinate registration activities for Annual Meeting, Innovation Academy, regional meetings and other events.
• Maintain registration pages, policies, and fees; ensure data integrity and testing of systems.
• Oversee on-site registration operations including badge creation, reports, and customer service inquiries.
• Update and test registration websites with IT and marketing teams; manage user questions via email/phone.
• Coordinate housing blocks, housing codes, and sleeping room needs with other departments.
• Prepare data for reporting; assist with Tableau data warehouse usage for registration data.

Skills

Verbal communication

Written communication

Organizational skills

Time management

MS Office

Excel

Data entry

Education

Associate degree

Bachelor's degree

Tools

Aptify

Tableau

Job description

The American Academy of Dermatology is seeking a Senior Coordinator, Registration located in our Rosemont, IL. office responsible for providing comprehensive project coordination, support, and oversight in the Registration & Housing functions of the Meetings and Conventions Department, including the development, coordination and implementation of all registration-related activities, and select housing-related activities, for the Annual Meeting (AM), Innovation Academy (IA), Regional, and other meetings as assigned (including hybrid or virtual, if applicable.

About Us:

The American Academy of Dermatology (Academy), founded in 1938, is the largest, most influential, and most representative of all dermatologic associations. A sister organization to the Academy, the American Academy of Dermatology Association is the resource for government affairs, health policy and practice information for dermatologists, and plays a major role in formulating policies that can enhance the quality of dermatologic care.

With a membership of more than 21,000 members worldwide, the Academy is committed to: advancing the diagnosis and medical, surgical, and cosmetic treatment of the skin, hair, and nails; advocating high standards in clinical practice, education, and research in dermatology; and supporting and enhancing patient care for a lifetime of healthier skin.

To learn more about the Academy please visit our website at www.aad.org, or follow us on these social media outlets:

• TikTok (www.tiktok.com/@AADskin)
• Pinterest (www.pinterest.com/AADskin)

Responsibilities:

• Work closely with the Manager, Registration on Annual Meeting and Innovation Academy registration-related activities including creating and updating email correspondence, updating registration programming documents, maintaining data integrity, working with registration vendor(s) and updating registration records as needed.
• Work with AAD team members on updating and testing the AAD registration website pages. This includes, but is not limited to, fees, policies, group registration details, and registration categories and requirements for Annual Meeting, Innovation Academy, regional, and other meetings as required.
• Manage all regional meeting registration activities including website details, product setup, weekly reports, data request, badge creation, and onsite preparation/oversight, as needed. Ensure registration systems are tested and functioning correctly.
• Respond to member, non-member, exhibitor and general meeting inquiries, both email-based and phone communication. Troubleshoot and correct issues while providing exemplary customer service.
• Provide project oversite for AM and IA meeting related registration programs such as the Certificate of Meeting Attendance and the non-member access ID# request system. Work with IT to launch and thoroughly test updates for each meeting cycle. Review and respond to all ID# request inquires.
• Oversee Lost & Found, scooters, and potentially other logistical areas within registration area while onsite. Work with various vendors supporting attendee services as needed.
• In conjunction with the Manager, Registration, update and maintain registration databases and files, including web and Aptify. Coordinate Excel data needs with marketing team for mailings and email notifications relating to registration. Compile data for statistical analysis used in reporting across the AAD and assist with logic for data warehouse (Tableau) utilization of registration information when requested.
• Work in conjunction with IT and Meetings and Conventions team to assist in the development of the Mobile App for the Annual and Innovation Academy meetings. Maintain FAQ database (web and mobile) and provide comprehensive testing of app functionality and accuracy.
• Work in conjunction with Manager, Registration, and Meetings & Housing Specialist responding to attendee inquiries about housing for the Annual and Innovation Academy Meetings. Assist with maintaining housing codes/blocks for staff, leadership, VIPs, contractors, and exhibitors. Coordinate with other departments on Annual and Innovation Academy Meeting registration/sleeping rooms needs for various constituent groups including ADLP, CSD, State Executives, reciprocal agreements (for example ILDS, EADV, Resident Access to Education Program and non-member, non-dermatology speakers).

Requirements:

• Associates degree highly recommended, Bachelor’s degree preferred.
• Minimum of four years of administrative experience required.
• Experience in an individual membership association preferred.
• Ability to apply effective verbal, and written communication methods required.
• Ability to organize, follow-up, and prioritize is required
• Ability to use standard procedures and processes to make decisions required.
• Ability to report to multiple individuals required.
• Strong Microsoft Office and data entry skills essential. Proficiency in excel required.

We offer a competitive compensation plan and benefits package including medical/dental/vision/life insurance as well as a matching retirement contribution, tuition reimbursement, bonus program, pension plan, paid vacation/medical/personal days, work-life balance, recognition program and casual work environment. More information about our compensation and benefits can be reviewed on the detailed job ad on our website.

The Academy offers a hybrid work environment; providing time in the office for in-person collaboration and the opportunity to work remotely for focus time. We are building a workplace where our employees are excited to come to work every day because of the culture that we are creating together — one of respect, transparency, and collaboration. A workplace in which we demonstrate care and commitment, celebration, community, and focused learning that contributes to the mission of advancing excellence in dermatologic care.

EOE M/F/D/V