Feb 08, 2022

Registration Coordinator

  • American Academy of Pediatrics
  • Itasca, IL, USA
Full-Time Customer Service Hospitality - Hotel Nonprofit - Social Services

Job Description

The American Academy of Pediatrics (AAP), the nation’s leading advocacy organization for children’s healthcare, seeks a flexible team player to join our Meetings and Travel team to process and coordinate registrations and exhibit applications for all assigned AAP meetings, including the National Conference & Exhibition (National Conference). This position will provide excellent customer service support to registrants, as well as administrative support for Continuing Medical Education (CME) courses, the National Conference, and other meetings. Ideally, this individual will have fluency in Spanish with the ability to read, write, speak, and translate between English and Spanish. This position will work onsite at our Itasca office and will require some travel, evening/weekend work, and overtime.

Some tasks include:
1. Coordinate the registration process for assigned courses, including advance, on-site, faculty, and other invited guests. Maintain list of one day, amount due, cancellations, no-show registrants, and special dietary requests for assigned courses.
2. Coordinate the administration and maintenance of registration payments for assigned courses. Coordinate the application of financial activity to assigned courses per attendee, including invoicing of payments.
3. Review registrations for session completion and follow-up with any incomplete breakout session selections.
4. Maintain a master checklist and track inventory for assigned courses, including advance/onsite registration, printing, and shipment of registration supplies, signs, CME certificates, and other course-related materials.
5. Coordinate and prepare all course signage for daily concurrent sessions for assigned courses.
6. Provide administrative support for various CME meetings, including the National Conference.
7. Collaborate and communicate with relevant staff about registration logistics and expectations.
8. Manage the general registration e-mail and respond to the various inquiries.
9. Process exhibit applications for assigned courses, including maintenance of exhibitor database, associating exhibitor contact to exhibiting company, and financial activity per company.
10. Coordinate and prepare assigned course shipments to on site location, including compiling appropriate course related materials from various areas of the AAP.
11. Coordinate supply requests and inventories for badge holders and other registration materials. Provide appropriate account and budget numbers for outside orders.
12. Travel and assist onsite for assigned courses, including the National Conference.
13. Manage and track international group registrations for the National Conference. Communicate with primary group contact to coordinate group pick-ups at the conference.
14. Maintain and update master grid of international group contacts from year to year, including contact information, sponsoring pharmaceutical company, etc.
15. Coordinate and prepare training manuals to be used by temporary help at the National Conference.



Security Clearance

NO Security Clearance

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Job Requirements

Qualifications needed:
1. High school degree or equivalent required. Bachelor’s degree in hospitality management, communication, business, or related field preferred.
2. Two years’ related administrative and/or customer service experience required, including some database management. Experience in registration (live and virtual), meeting planning and/or accounts receivable, and working in an association preferred.
3. Excellent organizational, interpersonal, and communication skills required. Must be detail-oriented and able to manage multiple priorities simultaneously, take initiative, work both independently and as part of a team, and collaborate effectively with various internal and external constituents. Strong technical acumen essential with proficiency in MS Office, experience with databases, and the ability to learn and apply new technologies; experience with virtual meeting platforms (eg, WebEx, Teams) preferred. Fluency in Spanish with the ability to read, write, speak, and translate between English and Spanish preferred. Some travel, evening/weekend work, and overtime required.

To learn more about the organization, see a full job description, and/or apply for the position, please visit https://www.aap.org/employment.

The AAP offers an excellent work environment, competitive salary, and a comprehensive benefits package. As a reaffirmation to our employee-focused culture, since 2005 the AAP has been named one of the 101 Best and Brightest Companies to Work for in the Chicagoland area. Additionally, we are an Equal Opportunity Employer of Minorities, Females, Individuals with Disabilities, and Veterans that values the strength diversity brings to our workplace.

Reasonable Accommodation: Individuals with a disability in need of a reasonable accommodation regarding the job application process may call 630-626-6297. Please note, only those inquiries concerning a request for reasonable accommodation will receive a response.

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