Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
Application Instructions
Applicants are encouraged to include a cover letter. Data management skills using Microsoft Office tools will be assessed as part of the recruitment process.
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Summary
This Registration and Events Associate position supports the registration processes among all UBC CPD programs and provides external support to learners and internal support to colleagues in registration functions, including: external inquiries, in-person and online event support, data entry, pre- and post-event communications, and financial processing.
Organizational Status
Reports to the Registration Specialist and works collaboratively among UBC CPD teams.
Work Performed
The Registration and Events Associate completes tasks associated with registration functions, including systems management and documentation, learner records and reporting, event support and communication, and financial processing, with a strong focus on positive learner experiences and effective internal processes.
Registration systems management and documentation
Enters customized registration details for learning activities, including webinars, conferences and eLearning modules with unique needs
Solves online registration system issues and escalates issues to the appropriate resources
Creates and updates standardized procedures and workflows in collaboration with the UBC CPD team
Updates the registration training manual and communicates changes
Participates in regular meetings with the registration team and internal teams to provide registration updates on tasks and progress with Asana
e-mailing relevant materials to individuals requesting information on a course
Learner records and reporting
Maintains accurate learner records among several registration and communication systems, including duplicate accounts and registrations issues
Provides registration updates and reports, as required
Event support and communication
Responds to learner inquiries and solves issues related to registration status, account errors, technical issues or payment processing
Communicates with prospective registrants to inform them of vacancies in limited registration courses if on waiting list
Plans and produces customized conference packages for multiple conferences at the same time with varying deadlines and details, including:
coordinate a moving schedule of part time staff to assist in stuffing of name badges
using data manipulation from the registration system
use Microsoft Excel to organize reports and merge information for badge creation
Plans advance preparation of supplies and materials for each event
Maintains event supplies inventory
Update and maintain master files for speakers and sponsors
Ensures accuracy and completeness of shipping materials
As requested, provides assistance onsite at conferences and events, including the distribution of participant kits, greeting guests, providing directions, packing and unpacking supplies
Liases clearly and proactively with program assistants in regard to changes, adjustments or registration issues with individual programs
Assists with computation and summary of conference evaluations and reports where needed
Sorts and distributes incoming mail to CPD staff (as needed)
Handles couriered items for the CPD staff (as needed)
Financial Processing
Process registration-related refunds in accordance with the cancellation policy specific to each course or event
Resolve outstanding payments
Uses tact and discretion when discussing problems and eliciting sensitive or confidential information regarding payments
Understand and adhere to policies and procedures of CPD's third party payment systems
Consequence of Error/Judgement
The Role of the Registration and Events Associate interacts directly with learners and external collaborators. Failure to exercise tact and good judgement could result in negative reputational consequences for the organization. Failure to comply with accreditation and financial policies poses operational risk.
Supervision Received
Works collaboratively under minimal supervision and reports to the Registration Specialist.
Supervision Given
May provide occasional oversight to part-time staff or co-op students in the completion of tasks.
Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus three years of related experience, or an equivalent combination of education and experience.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
Experience working with complex registration systems is an asset.
Significant customer service experience required.
Ability to effectively use Word, Excel, Outlook, Internet, and databases preferred at an intermediate level.
Effective oral and written communication, interpersonal, customer service and organizational skills. Ability to accurately proofread for spelling, grammar, and punctuation.
Ability to be polite and pleasant on the phone and in person.
Ability to prioritize and work effectively under pressure to meet deadlines.
Ability to be accurate with attention to detail.
Ability to work both independently and in a team environment.
Ability to lift and move boxes, up to 10 kg.
Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.
Ability to anticipate problems and issues and plan ahead.
Experience in writing code/HTML is an asset.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.