Provide customer service, administrative, and logistical support to the Programs and Meetings 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. This position entails cross-departmental interaction with PDA staff.
Duties and Responsibilities
The Senior Coordinator, Registration Services is responsible for:
Serving as a primary point of contact for registration questions and serves as back-up to other department members;
Processing registration forms in a timely manner;
Providing customer service to meeting attendees via phone and email;
Maintaining supply inventory and order additional supplies in anticipation of inventory exhaustion by comparing the actual supply quantity against the supply inventory list, including, but not limited to, including badge stock, ribbons, badge holders;
Preparing supplies for onsite registration use to be shipped to event venues according to the shipping checklist;
Processing department purchase orders and following up on pending invoices from vendors;
Assisting with proofing attendee badges for events;
Assisting with badge stuffing prior to an event with ribbons, tickets, letters, etc.;
With the Senior Manager, Programs and Registration Services, internal testing of online event registration for all assigned meetings, including suggesting and implementing changes;
Monitoring active registrations and payments; providing scheduled reports and ad hoc reports as requested; troubleshooting registrant issues;
Assisting with onsite management of registration space; ensuring the registration space is set-up properly and on time; enforcing registration rules for attendees and exhibitors; answers registration customer service questions;
Assisting with the registration/check-in process for in-house course participants;
Maintaining common areas used by students for in-house courses;
Serving as a back-up for the receptionist as assigned; and
Other duties as assigned.
Bachelor’s Degree in a related field and 3-5 years related experience/training in office administrative responsibilities and event support or equivalent combination of education and experience. Customer/Client/Member service experience and professional telephone manner is essential.
Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
Internet search capability
Knowledge of registration software and database management is desired
Experience with Aptify is highly desirable
Ability to add, subtract, multiply, and divide in all units of measure, as well as maintain accurate financial records is required.
To perform the essential functions of this position and the job successfully, an individual should demonstrate the following competencies:
Ability to work in a fast paced, team-oriented environment and sometimes under tight deadlines;
Ability to work both independently and with a team;
Ability to interpret a variety of instructions furnished in written, oral, or diagram form;
Problem solving—the individual identifies and resolves problems in a timely manner with direction; gathers and analyzes information skillfully and maintains confidentiality;
Interpersonal skills—the individual maintains confidentiality, remains open to others' ideas and exhibits willingness to try new methods to complete assignments;
Oral communication—the individual speaks clearly, can accurately process verbal instruction, asks questions if something is unclear and willing to present innovative ideas to improve processes when applicable;
Written communication—the individual edits work for spelling and grammar, presents numerical data effectively and can draft and interpret concise correspondence;
Quality control—the individual demonstrates accuracy and thoroughness in their work;
Adaptability—the individual balances competing demands and can switch gears to accommodate change and unforeseen circumstances;
Dependability—the individual is consistently at work and on time, follows instructions, responds to management’s direction and solicits feedback to improve performance; and
Safety and security—the individual observes safety and security procedures and uses equipment and materials properly.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Ability to take direction, and accomplish tasks efficiently, on time, and accurately;
Ability to prioritize work and to organize an office environment;
Ability to work independently with minimal guidance as well as within a team (e.g., take direction from supervisor and other colleagues/project leads within the department);
Ability to apply sound judgment and use discretion when dealing with sensitive information;
Excellent interpersonal, analytical and communication (both written and oral) skills;
Comprehension and use of proper grammar (both written and oral);
Availability to work outside of normal business hours and on weekends prior to and during events, with advance notice;
Ability to travel periodically, with advance notice; and
Excellent organizational skills.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Ability to independently ascend and descend stairs;
Ability to independently reach, twist and bend;
Ability to independently remain stationery for extended periods of time; and
Ability to independently lift up to 30 pounds when required by work assignment.
Additional Salary Information: PDA Offers an Impressive Benefits Package, including:
* Generous paid time off – 14 paid holidays, 12 sick days, 3 personal leave days, and 12 vacation days per year to start.
* An annual 401(k) retirement plan.
* A comprehensive individual and family healthcare plan (medical/dental/vision/prescription), PDA pays 100% of employee only coverage and 80% dependent coverage.
* Tuition Assistance
About Parenteral Drug Association (PDA)
The Parenteral Drug Association (PDA) is the leading global provider of science, technology and regulatory information and education for the pharmaceutical and biopharmaceutical community. Founded in 1946 as a nonprofit organization, PDA is committed to developing scientifically sound, practical technical information and resources to advance science and regulation through the expertise of its nearly 10,000 members worldwide.