ASSISTANT, EVENT REGISTRATION (P1463)

ADVANCEMENT AND ALUMNI RELATIONS

Scope

Reporting to the Director, Alumni Relations, Sponsorships and Events, and functionally to the Senior Coordinator, Events, the incumbent registers individuals and ensures a flawless registration process, for all Advancement & Alumni Relations events. He or she monitors the daily incoming registrations and securing a high degree of customer satisfaction through personalized service to alumni, students, faculty, staff, parents and friends of the University.

Primary responsibilities

• Register individuals for events sponsored by or under the purview of the Department of Advancement and Alumni Relations, as well as other departments of the University, as necessary; receive registration forms, verify information on the registration forms, register each individual/attendee in the alumni database, pull population selections, as required, from the data base, confirm registration, create registration lists and name tags.
• Review and ensure accuracy for all outgoing event-related communication material by mail and mass electronic mailing for event registration.
• Perform on-site event registrations.
• Adhere to event registration timelines during pre-event, event and post-event periods.
• Maintain regular contact with Alumni Relations Officers and other event initiators.
• Attend meetings, take notes, follow-up on action plans, and provide advice and support.
• Ensure timely communication and reporting of event registrations and activities to the Senior Coordinator, Events.
• Receive payments for events, prepare deposit form, reconcile ticket revenue, generate invoices and collect outstanding payments.
• Capture and analyze attendance trends and revenue data to minimize attrition rates and maximize efficiencies.
• Ensure that the appropriate representatives from the relevant constituents are registered to events.
• Perform other related tasks, as required.

Requirements

• Attestation of College Studies and two to four years of related work experience, previous experience in association or nonprofit organizations, preferably in a University setting is desired.
• Minimum two years’ experience in planning and coordinating the event registration process, for significant events as well as collecting and analyzing data and statistics.
• Good written and oral English communication skills (level 4), in order to prepare proposals, correspondence and reports. Good spoken French (level 4) in order to communicate with alumni and external contacts.
• Basic knowledge of Word and PowerPoint (to create and update documents and presentations), intermediate knowledge of Excel (to create, maintain and update spreadsheets).
• Comprehensive knowledge of the Banner database system..
• Excellent interpersonal communications skills, ability to work independently and within a team environment and to interact effectively with alumni and other volunteers.
• Ability to handle a number of projects simultaneously.
• Ability to work evening and weekends and to travel off-site to attend meetings and events.
• Demonstrated ability and experience working with data extraction, report analysis and report writing tools.

Salary

$20.58 – $24.48 per hour (Pay equity adjusted salary rate)

Union/Association

CUSSU

Interested applicants must submit a curriculum vitae with a covering letter by October 19, 2012, to:

Elvira Fiorentino
Concordia University
Department of Human Resources
S-FB 1130
1455, boul. de Maisonneuve O.
Montréal (Québec) H3G 1M8

Fax: (514) 848-2844

Email:
External Candidates - hr-employment@concordia.ca
Internal Candidates - eed-employment@concordia.ca
(please enter your Employee ID number in the subject line)

IMPORTANT: The language and computer skills of short-listed candidates will be tested.

Concordia University is committed to Employment Equity and encourages applications from women, Aboriginal Peoples, visible minorities, ethnic minorities, and persons with disabilities.

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