Registrar Administrative Coordinator

Updated: about 1 month ago
Job Type: FullTime
Deadline: Open Until Filled

About Augsburg University:

Augsburg University offers more than 50 undergraduate majors and 11 graduate degrees to more than 3,500 students of diverse backgrounds. The trademark of an Augsburg education is its emphasis on direct, personal experience. Guided by the faith and values of the Lutheran church, Augsburg educates students to be informed citizens, thoughtful stewards, critical thinkers, and responsible leaders.  Please see more about Augsburg's commitment to diversity and inclusion below.


Job Description:

GENERAL STATEMENT OF DUTIES: To be a contributing member of the Forum team by coordinating registration, database, and revenue management primarily through Cvent, program, and general office, staff, and conference support. Respond to customer service needs through phone calls, emails, and other avenues of communication.

PRIMARY RESPONSIBILITIES:

  • Using Cvent and Zoom, create and manage virtual registration databases for attendees, sponsors, exhibitors, and other Forum audiences. Manage all additions, edits and cleanup as necessary. Prepare registration and demographic reports as requested. Troubleshoot calls and other issues that may arise. Manage onsite registration at the annual conference and other events, including troubleshooting, handling onsite payments, and supervising registration volunteers.
  • Track prepaid registrations, scholarships, and other financial transactions to ensure accuracy in record keeping, as well as work with the Development and Business Offices to ensure accurate tracking of information submitted.
  • Responsible for administrative revenue processes, including creating/updating invoice templates for each event. Prepare and send invoices. Assist Assistant Director of Finance and Operations with the processing of credit card payments.
  • Customer service through phone and email support for conference and other event audiences.
  • Assist Assistant Director of Development in creating CVENT-based sponsor, exhibitor, advertiser reports.
  • Assist Program Associate with moderating Zoom webinars and crafting evaluation reports using Qualtrics software.
  • General office support including organizing office supplies, scheduling meeting and catering orders, taking meeting minutes, and other duties to keep the Forum office running smoothly.
  • With assistance of Business Development Director, Marketing Director, and Program Associate, manage and update Forum webpages related to all aspects of registration for conference, marketplace, and other event registration. With assistance of Marketing Director, create, format and send registration-related e-blasts through CVENT. 
  • Other duties as assigned.

ADDITIONAL EXAMPLES OF WORK PERFORMED:

Under general supervision of the Assistant Director of Finance and Operations, provide administrative support for The Forum on Workplace Inclusion annual conference and other year-round events. This position works collaboratively with team members to create, update, and execute invoicing processes through Cvent; record all revenue and reconcile and prepare reports for the Assistant Director of Finance and Operations, Executive Director and others; set up and coordinate all registration processes to track attendees, sponsors, speakers, exhibitors, and other audiences through platform(s) (primarily Cvent and Zoom).

  • Provide conference and event support including tracking of event information, scholarships, and other information critical for event success.
  • Acting onsite registrar for annual conference and other events.
  • In charge of database management. Assist as needed with website updates, processing credit card payments, webinars, and evaluation reports.
  • General office assistance in setting up meetings and conference calls, taking notes, and other similar duties.
  • Additional responsibilities as assigned by supervisors. 

WORK ENVIRONMENT AND PHYSICAL DEMANDS:

  • Typical work environment is an office, working at a desk for long periods of time.
  • Regular computer keyboard, mouse and monitor use. Repetitive arm, hand, finger motions.


Requirements:

MINIMUM QUALIFICATIONS

  • High School diploma or the equivalent.
  • 2 years of administrative support experience.

PREFERRED QUALIFICATIONS

  • 1-3 years experience working in database management.
  • 1-3 years experience in diversity, equity, and inclusion work. Possible to deepen experience on the job through classwork or other developmental training.
  • Ability to be attentive to details, be accurate, be precise.
  • Ability to work effectively in a team environment; and work independently with little supervision.
  • Ability to reason/analyze, maintain confidentiality, and demonstrate patience, understanding.
  • Ability to show initiative, organize workflow, manage one or more projects, and handle frequent interruptions.
  • Must be able to work effectively and collaboratively with people from all backgrounds?race, ethnicity, religion, orientation, gender, ability, language. Cultural competence expected. Diversity and inclusion experience required.


Additional Information:

Among the distinctive features of the university are its deep dedication to civic and community engagement, robust undergraduate research programs, and a strong belief in the integration of liberal arts and professional studies across all programs. The University's commitments to our urban context and the world beyond it are enhanced through the work of four signature centers: the Christensen Center for Vocation, the Center for Global Education and Experience, the Sabo Center for Democracy and Citizenship, and the Strommen Center for Meaningful Work. 

For more than a decade, Augsburg's commitment to intentional diversity has been reflected in the student body as Black, Indigenous and other students of color comprise more than 70% of the student body.  Augsburg's commitment to an intentionally diverse community goes beyond race and ethnicity and includes programs for first-generation students; non-traditional-age students; students from a broad array of faith backgrounds, cultures and nationalities; students of various gender and sexual orientation identities; students in recovery; and students with disabilities.


Application Instructions:

Applicants MUST submit the following documents:

Professional references will be requested at a later date. 

Augsburg University has determined that a vaccination requirement is the best way to keep our community safe and prevent potential outbreaks as we return to more regular, in-person operations. Augsburg University is requiring all students, staff, seasonal staff, volunteer staff, and faculty (including adjuncts contracted), to complete their COVID-19 vaccination series unless the University approves a medical or religious exemption as required by applicable law. New employees must submit vaccination documentation or be approved for an exemption before beginning work.


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