Apply Now

Registration Coordinator

Optica is looking for a Registration Coordinator.

The Registration Coordinator manages the registration process and provides logistical support for Optica managed Conferences & Meetings.

Primary Responsibilities

Registration Management: Optica Meeting Portfolio

1. Set up and maintain registration paths for all Optica Topical Meetings and Congresses (including FiO+LS) in registration software (Cvent).
2. Set up events in Optica Membership Database (NetForum) to create links for data flow between membership database and third-party registration software (Cvent).
3. Ensure timely, accurate and proper design of online and downloadable registration forms.
4. Populate event websites with registration information and rates.
5. Serve as primary contact to Optica customer service team, finance, and other internal clients for registration related questions and issues.
6. Send attendee communications in a timely manner, including receipt and invoice requests.
7. Ensure certificates of attendance are issued to event participants in a timely manner after each meeting.
8. Complete speaker audits immediately after meetings end and follow up with necessary presenters.
9. Ensure supply of registration-related materials needed for each meeting is available.
10. Prepare checklists and oversee the preparation and shipping for on-site supplies, badges, badge holders, extra badge stock, registration materials, etc. 
11. Complete timely post-event registration financial reconciliation, with input from Optica Finance Department and meeting managers.

Registration Management: OFC and CLEO Conferences

1. With 3^rd party registration vendor and Event Registration Director, develop registration calendar of deadlines, and ensure registration sites are built and posted.
2. Serve as day-to-day contact for 3^rd party registration vendor.
3. Coordinate with internal Optica key contacts and registration vendor to gather specifications for online and paper event registration forms. 
4. Lead internal testing of online registration, including collecting feedback from key internal contacts and communicating changes to registration company. 
5. Populate event websites with registration information and rates.
6. Respond to and resolves registration issues and questions from registration vendor and Optica’s Customer Service Team.
7. Ensure certificates of attendance are issued to event participants in a timely manner after each meeting.
8. Complete speaker audits immediately after meeting ends and follow up with necessary presenters.
9. Prepare checklists and oversee the preparation and shipping of on-site supplies, registration materials, etc. 
10. Complete timely post-event registration financial reconciliation, with input from registration vendor, Optica Finance Department and meeting managers.
11. Contract temporary staff provider and secure estimates to be included in budget preparations.
12. Prepare temporary staff schedule for on-site support for registration and other divisions, manage this staff, and ensure vendor is paid in a timely basis after each meeting.
13. Travel to both events, conduct on-site registration training of temp staff conducted by Optica’s registration company and supervise the on-site registration process.

Customer Service

1. Provide excellent and timely customer service to internal and external stakeholders.
2. Utilize multiple registration or data management systems.
3. Work closely with Optica Customer Service, meeting managers and Finance to provide streamlined registration experience.

Database Management

1. Review daily issue reports and reconcile any errors/omissions in the registration data with the organization’s Finance and IT department as appropriate.
2. Continuously evaluate, measure, and improve registration processes, procedures and documentation.

Reporting & Integration

1. Under the direction of the Director, Event Registration, reconcile income with finance department during and after each event by pre-determined deadlines.
2. Provide ad hoc reporting on registration data as needed for event planning purposes (e.g. Special Needs, ticket sales), as well as pre-show and post-show meetings.

Other Duties

1. Attend project meetings.
2. Manage and maintain Optica’s official Terms and Conditions (T&C) of Registration and keep them current with industry best practices and consistent with Optica policies:
   1. Thoroughly vet T&Cs with all stakeholders;
   2. Avoid any conflict of interest with pre-existing policies.
   3. Ensure regular internal legal review of T&Cs at the appropriate level.
   4. Communicate and enforce T&Cs effectively.
3. Train other Optica staff on the use of registration system as needed.
4. Oversee and maintain appropriate levels of organization’s registration materials.
5. Stay current with industry registration trends and makes recommendations for changes and enhancements to registration processes, physical setup and registration documents.

Education and Experience

• Bachelor’s degree
• Minimum 3 years’ experience in the meetings industry
• 1-2 years Cvent experinence, preferred
• Prior work experience with registration and membership databases
• Excellent attention to detail
• Experience with Microsoft Office
• Ability to work both independently and as a team player (using discretion in decision making and sound judgment in problem solving)
• Strong written and verbal communication and interpersonal skills
• Strong follow-up and time management skills
• Positive attitude and self-motivation
• Evening/weekend/non-traditional work hours will be required at various times throughout the year
• Ability to prioritize and handle a variety of projects simultaneously
• Ability to learn new technologies and processes quickly
• Ability to travel 2-3 times annually (up to 7 days)

Skills and Abilities

• Accuracy & Quality
• Teamwork, Accountability and Communication
• Dependability and Time Management of Multiple Concurrent Projects
• Adaptability
• Professionalism

About Optica

Located in the Dupont Circle neighborhood of Washington, DC, Optica offers a competitive salary and benefits. Please send your resume and cover letter with salary requirements to resumes@optica.org.

Optica is an equal employment opportunity employer and will not discriminate against any employee or applicant on the basis of race, color, age, sex, national origin, disability, religion, maritial status, veteran's status, personal appearance, political affiliation, sexual orientation, family responsibilities, matriculation, or any other basis prohibited by law.

Apply Now