Department
UNIVERSITY EVENTS AND CONFEREN (UA-UECO-IUINA)
Department Information
The Office of Conferences and Event Registration Services (OCERS) manages 1 of Indiana Universitys critical enterprise systems for event registration, revenue collection, and participant management. Through this system, OCERS supports approximately 1,300 conferences, programs, and non-credit activities across Indiana University (IU) campuses each year and facilitates the collection and management of approximately $11 million in annual revenue.
The scope and complexity of OCERS registration services has grown significantly in recent years. Registration programs support activities taking place across IU campuses, throughout the state and nation, and internationally. The registration team works with university departments and external organizations to develop and administer registration processes that meet the specific operational, financial, and participant needs of each program.
OCERS is responsible for ensuring appropriate fraud detection and prevention protocols are followed for registration and revenue activities. This requires ongoing evaluation and monitoring of registration activity and an understanding of risks including payment and financial fraud, phishing and identity-related fraud, and fraudulent registrations associated with international travel or visa applications.
The service areas of IU Conferences and Event Registration Services include:
- Event registration and revenue collection
- Registration system development, administration, and support
- Comprehensive academic conference planning
- Planning and management of summer conferences and camps
- Virtual program management and streaming
- Event planning and travel assistance for international programs
- Entrepreneurial and non-credit program support
Job Summary
This Event Coordinator Specialist position serves as a Registrar within OCERS. Registrars specialize in the design, administration, and management of online registration, payment collection, participant data, and abstract submission processes for conferences, events, and non-credit programs throughout IU. The Registrar works directly with university and external clients to understand program needs, translating those needs into effective registration solutions while managing assigned registration projects throughout their lifecycle, from initial consultation and system configuration through participant support, financial processing, reporting, onsite registration when required, and registration closeout.
Department-Specific Responsibilities
- Manages complex online registration and payment collection processes for conferences, events, and non-credit programs serving IU clients across multiple campuses
- Consults with clients to assess registration needs and develops registration solutions based on program structure, participant experience, financial requirements, reporting needs, and university policies
- Designs, configures, tests, launches, and maintains online registration forms and associated registration workflows
- Manages assigned registration projects throughout the registration lifecycle, including initial consultation, system configuration, testing, launch, ongoing maintenance, participant support, reporting, and registration closeout
- Configures registration options including registration types, fees, discounts, sessions, activities, capacity limits, payment options, and other program-specific requirements
- Ensures registration and revenue collection processes comply with university requirements and applicable payment-card and information-security standards
- Monitors registration activity and follows established fraud detection and prevention protocols
- Establishes registration processes, deadlines, cancellation and refund policies, and other registration requirements in consultation with clients
- Performs quality assurance testing of registration forms, payment processes, confirmation communications, and registration workflows prior to launch and throughout the registration period
- Provides ongoing consultation and support to clients regarding registration activity, participant needs, reporting, and registration-related issues
- Serves as a primary point of contact for registrants, responding to inquiries and assisting participants with registration, payments, cancellations, refunds, and other registration-related needs
- Monitors and responds to inquiries received through registration phone lines and shared email accounts
- Processes payments, cancellations, refunds, and other registration transactions in accordance with IU revenue processing requirements
- Maintains accurate registration and financial records and collaborates with accounting staff to support reconciliation and appropriate transfer of program funds
- Develops, generates, and maintains registration reports and participant data to support client operational and program needs
- Identifies, troubleshoots, and resolves registration system, payment, data, and participant issues
- Manages onsite registration operations when required, including participant check-in, onsite registrations, payment processing, registration changes, and troubleshooting
- Trains and supports clients, colleagues, and other users in registration systems, processes, reports, and related tools
- Manages online abstract, proposal, or presentation submission processes for conferences and programs
- Consults with clients and program coordinators to define submission requirements, review criteria, workflows, timelines, and reporting needs
- Configures and tests abstract submission and review systems to meet program-specific requirements
- Manages submission and review timelines and coordinates distribution of submissions to appropriate reviewers or committees
- Trains and supports program chairs, review committee members, and other users in online submission and review processes
- Troubleshoots submission and review issues and provides technical and process support throughout the abstract management lifecycle
General Responsibilities
- Coordinates basic and increasingly more complex design, layout, and logistics of events including seminars, workshops, board meetings, conferences, student and alumni events, performances, and exhibitions
- Acts as a liaison with relevant vendors, partner organizations, departments, and/or facilities and ensures event plans adhere to stipulated budget, specifications, policies, and standard procedures
- Answers guest and customer calls and emails and provides information related to event services
- Maintains files, documents, calendars, and event-related correspondence records. Maintains mailing lists and may help with printing and distribution of event marketing materials
- Assists in the setup of meeting or conference spaces; may delegate setup tasks to Set-Up Coordinator(s) depending on event size/scope
- May interface with media and/or marketing and communications representatives regarding calendar of events and event publicity
- May address urgent or escalated issues, escalating to supervisor as needed
- May provide guidance to lower-level Event Services Coordinators; may make process recommendations to supervisor for increased operational efficiency
Qualifications
Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.
EDUCATION
Required
- High school diploma or equivalent (such as HSED or GED)
Preferred
- Bachelors 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, program administration, 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, dynamic environment
- 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 to detail and accuracy
- Ability to independently manage multiple registration projects, competing priorities, and deadlines
- Demonstrated ability to learn, configure, and effectively use complex online systems and technology
- Strong analytical, troubleshooting, and problem-solving skills
- Ability to evaluate information, identify issues, and determine appropriate solutions independently
- Ability to work with financial transactions and maintain accurate financial and registration records
- Ability to interpret and consistently apply policies, procedures, and established business practices
- Ability to train and support clients, colleagues, and other users in online systems and processes
- Ability to work collaboratively with clients, colleagues, and university partners
- Demonstrated professionalism, discretion, sound judgment, and commitment to confidentiality and information security
- Demonstrated commitment to quality assurance, consistency, follow-through, and continuous improvement
- Experience with online event registration, conference management, or abstract submission systems
- Knowledge of registration system configuration and administration
- Knowledge of revenue processing practices, including payment processing, refunds, reconciliation, and fund transfers
- Experience developing reports and working with registration or participant data
- Experience managing abstract, proposal, or presentation submission and review processes
- Experience supporting onsite registration operations
- Experience identifying and resolving registration, payment, or system-related issues in time-sensitive environments
- Demonstrates independent judgment, technical aptitude, and financial accountability
- Ability to work collaboratively with conference managers, accounting staff, clients, and other university partners while maintaining primary responsibility for the registration functions associated with their assigned programs
Working Conditions / Demands
This role regularly requires the ability to effectively communicate. This role frequently requires the ability to handle equipment. This role frequently requires the ability to remain stationary and ascend/descend ladders/stairs. This role requires the ability to move objects weighing up to 25 pounds. The role requires the ability to detect items in close proximity as well as far away; discern between colors; detect objects in peripheral space of self; discern items in detail; and to have good depth perception. The person in this role must be able to perform the essential functions with or without an accommodation.
This role requires occasional travel to conferences throughout the state and, at times, nationally, or internationally.
Work Location
Bloomington, Indiana or Indianapolis, Indiana
Benefits Overview
For full-time staff employees, Indiana University offers a wide array 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, critical illness, and supplemental accidental death & dismemberment insurance
- Base retirement plan with generous IU contributions, subject to vesting
- Voluntary supplemental retirement plan options
- Tuition subsidy for employees and family members taking IU courses
- 10 paid holidays plus a paid winter break each year
- Generous paid time off plans
- Paid leave for new parents and IU-sponsored volunteer events
- Employee assistance program (EAP)
Learn more about our benefits by reviewing the IU Benefit 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 the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.
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Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.
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