Provide customer service, administrative, and logistical support to the Conferences & Events department, specifically focusing on registration. The ideal candidate is organized, energetic, forward-thinking, and creative. This position requires an individual with the ability to work efficiently on several projects at one time, is results-oriented, has prioritization skills, and can adapt to a fast-paced, changing environment. The Coordinator, Registrations & Customer Support will be responsible for providing event registration and attendee management support for all client events including a 3,000+ annual conference and numerous smaller events ranging from 40 to 400 attendees.
Essential Duties of Position
Event Management and Registrations
Maintain knowledge of conference systems and utilize various platforms to provide both attendee and staff support via: Showcare (conference registration and housing), Formstack and Nimble (AE&E registration), MedTech Connect (Inova), Salesforce (database management), and Cadmium (speaker management)
Produce registration-related meeting materials, such as attendee lists and check in sheets
Monitor active registrations and payments; provide scheduled reports and ad hoc reports as requested
Provide troubleshooting and technical support for registrant issues
Assist with onsite management of registration space; ensure the registration space is set-up properly and on time; enforce registration rules for attendees and exhibitors; answer registration customer service questions
Assist with the registration/check-in process for in-house course participants
Oversee data integrity and quality control during registration process
Oversee reconciliation of all participant data for accurate final attendee report, incorporate cancellations, substitutions, refunds, walk-ins, etc. to ensure final attendee database and financial reports are accurate and complete
Be responsible for registration related reporting in AdvaMed’s various registration platforms including customizing reports where necessary
Work with badge vendor to establish production timelines, coordinate artwork and registration data for badge production
Serve as a primary point of contact for registration questions by answering inquiries via phone, firstname.lastname@example.org, email@example.com, medtechconnect.org, and various form submission fields via the website.
Process registration forms in a timely manner
Maintain and keep database records updated and accurate (process address and position changes, research email bounce-backs mail returns, etc.)
MedTech Connect Partnering Platform
Support the development, launch, maintenance, and execution of the MedTech Connect platform. Create user resources (FAQs, video tutorials, animations, webinars) to drive increased utilization. Manage the customer service, technical support, profile management, user engagement, data analysis and post-event feedback and analysis of the applications.
Help administer the MedTech Innovator Showcase company application and selection process. Collaborate with MedTech Innovator on conference needs and deliverables to produce the program showcasing innovative device, diagnostic and digital health start-ups. Confirm registrations, establish partnering profiles and work with MedTech Innovator to produce related materials (company profile book, video production, etc.) Assist in facilitating in the selection process for the Innovation Pavilion participants.
Knowledge, Skills, and Abilities (KSAs)
Familiarity with Formstack, Cvent, Showcare or other similar registration systems
Demonstrates a strong commitment to the goals and values of the association
Adapts well when initiatives change
Supports and/or builds working relationships with internal and external groups
Process driven – strength in creating, implementing, and following processes
Ability to meet deadlines, juggle competing priorities and multiple tasks
Ability to interact effectively with internal and external constituencies at all levels of seniority
Proficient in the use of relevant Microsoft Office Suite software
Proactive and driven in supporting the needs of the Conference & Events team
High degree of initiative, self-motivation, ability to work well under pressure, and ability to handle and appropriately prioritize multiple tasks in a timely and efficient manner while maintaining accurate records
Exceptional ability to communicate effectively both orally and in writing, including proofreading, editing experience, and presentation skills
Self-motivated, organized, proactive, articulate, and resourceful attributes are important
Strong commitment to customer service with willingness to work extra hours, as necessary
Minimum Education Required: High School diploma requires; Bachelor's degree preferred
Minimum Experience Required: 2+ years of relevant experience, preferably experience working in the meetings or membership departments of an association or non-profit
Physical Requirements: Standard AdvaMed Office Position
The Advanced Medical Technology Association (AdvaMed) is the world’s largest trade association representing medical device and diagnostics manufacturers. AdvaMed's member companies produce the innovations that are transforming health care through earlier disease detection, less invasive procedures and more effective treatments. AdvaMed has more than 400 member companies, ranging from the largest to the smallest medical technology innovators and manufacturers. AdvaMed advocates for a legal, regulatory and economic environment that advances global health care by assuring worldwide patient access to the benefits of medical technology. The Association promotes policies that foster the highest ethical standards, rapid product approvals, appropriate reimbursement, and access to international markets.