The Optical Society (OSA), a prestigious non-profit, scientific professional society in Dupont Circle, is seeking a registration professional who manages the registration process and provides logistical support for all OSA Conferences & Meetings.
Tasks and Responsibilities
Registration Management: OSA Meeting Portfolio
Sets up registrations paths for 8-10 OSA Topicals and Congresses in registration software (organization currently uses Cvent).
Sets up events in OSA Membership Database (NetForum) to create links for data flow between membership database and third party registration software.
Ensures accurate and proper design of online and paper registration forms.
Contacts registrants to collect appropriate registration data and resolves any registration related issues.
Serves as primary contact to OSA customer service team, finance, or other internal clients for registration related questions and issues.
Sends registration confirmations and attendee communications to registrants in a timely manner.
Issues certificate of attendance to event participants.
Registration Management: OFC and CLEO Conferences
Serves as day to day contact for 3rd party registration vendor.
Coordinates with internal OSA key contacts and OSA’s registration company to gather specifications for online and paper event registration forms.
Leads internal testing of online registration, including collecting feedback and communicating changes to registration company.
Reports weekly or as needed registration statistics starting 12 weeks out from the events.
Responds to and resolves registration issues and questions from registration vendor and OSA’s Customer Service Team.
Drafts on-site signage and coordinates on-site support services.
Sets up registration area on-site and assists with on-site registration training of temp staff conducted by OSA’s registration company.
Supervises the on-site registration process.
Provides excellent customer service to internal and external stakeholders through phone calls, emails, etc.
Utilizes multiple registration or data management systems.
Works closely with OSA Customer Service to provide accurate registration related talking points, fact sheets and procedures for handling inquiries.
Processes registrations received through phone calls, mail, and fax accurately and efficiently.
Reviews daily issue reports and reconciles any errors/omissions in the registration data with the organization’s Finance and IT department as appropriate.
Understand integration process between organization’s registration and membership database.
Continuously evaluates, measures, and improves registration processes, procedures and documentation.
Reporting & Integration
Works with IT and stakeholders on registration integrations necessary when onboarding a new product/service/vendor, upgrades to products that impact registration systems, etc.
Sets up weekly, automated, registration reports.
Reconciles income with finance department during and after each event.
Provides adhoc reporting on registration data as needed for event planning purposes (e.g. Special Needs, ticket sales).
On-Site Registration Management
Generates badges and registration materials.
Manages stuffing process for registration materials.
Prepares check lists and oversees the preparation and shipping of on-site supplies, badges, badge holders, extra badge stock, registration materials, etc.
Trains volunteers assisting with on-site registration duties.
Staffs on-site registration counter at selected conferences.
Attends project meetings.
Populates event websites with registration information.
Works with OSA Finance department and meeting manager on financial close out for registration income and expenses.
Manages and maintains OSA’s official Terms and Conditions (T&C) of Registration and keeps them current with industry and consistent with OSA policies and practices:
Thoroughly vets T&C’s with all stakeholders;
Avoids any conflict of interest with pre-existing policies.
Ensures regular internal legal review of T&Cs at the appropriate level.
Communicates and enforces T&Cs effectively.
Trains other OSA staff on the use of registration system as needed.
Stays current with industry registration trends and makes recommendations for changes and enhancements to registration processes, physical setup and registration documents.
Bachelor’s degree required.
Minimum 2 years experience in the meetings industry preferred.
Prior work experience with registration and membership databases.
Experience with Microsoft Office 2013.
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.
High level of attention to detail.
Ability to prioritize and handle a variety of projects simultaneously.
Ability to learn new technologies and processes quickly.
Ability to travel 15-20%.
Ability to lift up to 30lbs.
Located in the Dupont Circle neighborhood of Washington, DC, OSA offers a competitive salary and excellent benefits. Please send your resume and cover letter with salary requirements to email@example.com.
The Optical Society’s (OSA) mission is to promote the generation, application and archiving of knowledge in optics and photonics and to disseminate this knowledge worldwide. The purposes of the Society are scientific, technical and educational. OSA’s commitment to excellence and long-term learning is the driving force behind all its initiatives.
Since 1916, OSA has been the world’s leading cham...pion for optics and photonics, uniting and educating scientists, engineers, educators, technicians and business leaders worldwide to foster and promote technical and professional development. Through publications, events and services, the Optical Society is helping to advance the science of light by addressing the ongoing need for shared knowledge and innovation.
OSA was founded more than 90 years ago as The Optical Society of America and has evolved into a global enterprise serving a worldwide constituency. In recognition of its global reach and focus, since 2008 the Society has been known as OSA - The Optical Society.