Registration & Abstract Services Specialist
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Job Summary
CU Conference Services (CUCS) at CU Boulder encourages applications for a Registration & Abstract Services Specialist! This position is an integral part of the CU Conference Services (CUCS) team. This position works under the supervision of the Conference Business Manager and collaborates with CUCS career and student staff, conference groups, and clients. CUCS is looking for someone who is excited about website-building platforms and is always looking to learn and explore. Candidates with a keen eye for detail, follow-through, and the ability to provide world-class customer service both in-person and online are strongly encouraged to apply.
The Registration & Abstract Services Specialist plays a key role in CUCS’ growing Online Services revenue channel, which uses the Stova platform. Stova is a website-building platform specializing in event-related online services. This position will build registration and abstract submission websites, pay-own lodging and dining websites, conference mobile apps, and online interactive conference schedules. In addition, this role will provide administration and customer service as it relates to CUCS’ online services.
For this position, CUCS is seeking a technologically savvy individual who is passionate about conferences and events. Critical soft skills for this position include curiosity and willingness to explore and thoroughly learn the ins and outs of a new software, strong proofing skills to find errors and inconsistencies, problem-solving skills, ability to identify and propose new solutions, and a customer-forward mentality. No coding or technical skills are required for using Stova, but basic HTML:CSS can sometimes be helpful.
The position may be cross-trained to assist the Conference Business Manager in financial reporting, billing, and data entry.
Who We Are
The Division of Student Affairs consists of 30 departments that provide student support and services dedicated to helping students become successful, curious, competent individuals during their time at CU Boulder.
The work in Student Affairs supports all factors of the student experience, no matter what department a staff member may work in. This includes where students live, eat, make friends, build professional skills, and find help if they need it. Many departments provide involvement opportunities, educational resources, and support services to help students find their community and build lifelong skills. Student Affairs also has shared services departments that support the work and staff of our student-facing areas, including areas like assessment, business services, financial planning, human resources, marketing communications and information technology (IT).
With over 800 staff members in the Division of Student Affairs, our diverse team is uniquely positioned to personalize the student experience and advocate for students, enhancing their success inside and outside the classroom.
CU Conference Services (CUCS) creates unique conference experiences. With extensive knowledge of conference planning and university operations, and a team of experienced staff, CUCS provides a full range of event and meeting management services. This reduces the need for contracting with multiple offices on campus, in the Boulder area or beyond. As an award-winning green venue, CUCS is also proud to offer sustainable solutions to meet guests’ needs. From small department meetings to international professional association conferences, as well as youth camps and summer pre- and post-collegiate programs, CUCS staff strive to provide exceptional service for all guests.
What Your Key Responsibilities Will Be
Oversight of Client Intakes and Site Builds:
- Serve as the main point of contact for client intakes, presenting demos to prospective clients during the sales proposal process, and following up per client needs.
- Share service offerings, distribute and receive client intake forms, and create registration-only and abstract-only contracts.
- Build, implement, and manage conference registration, abstract pay-own housing sites, and mobile app builds through the web-development platform, Stova. Test and proofread thoroughly.
Administrative Site Management:
- Registration and Abstract Management
- Proof registration/abstract submissions for correct fee payments and personal information.
- Monitor cancellations, follow up with refunds, and modify transactions accordingly.
- Set up automated custom reports for each client and monitor and follow up on registrant account balances.
- Work with clients to write and send mass communication email blasts to event participants and manage client marketing lists.
- Generate and proof financial reports to reconcile total registrations and/or abstracts and total collected revenue.
- Close out sites by following up on outstanding attendee balances, properly archiving records, and billing final service charges to the client.
- Guide and train conference organizing committees on using the Stova system to review and accept/decline abstracts.
- Create interactive conference programs in conference mobile apps and website widgets by building schedules into the Stova system.
- Work with the Conference Business Manager to keep website templates and custom reports up to date.
- Document lessons learned and standard processes for future events, ensuring continuous improvement in CUCS’ online service offerings.
- Maintain accurate and up-to-date Standard Operating Procedures.
- Act as CUCS liaison to Stova and Student Affairs IT for tech issues in support of the Assistant Director of Conference Management.
- Attend Stova informational sessions, stay updated on software changes, and share updates with the CUCS team.
- Client Communication & Customer Service
- Serve as the main point of contact for customer service inquiries regarding registration, pay for own lodging/dining, and abstract sites.
- Monitor the shared inbox and promptly answer questions.
- Assist registrants in modifying their registrations and abstracts as needed.
- Seamless communication and guidance are provided to clients.
- Friendly, attentive customer service is provided at conference registration desks.
- Staffing and Registration Desk Preparation
- Train career staff, student staff, and clients on the use of Stova software as requested/needed.
- Train student staff on how to answer and manage Stova-related phone calls and emails.
- Schedule student support staff work shifts in conjunction with the Conference Business Manager.
- Collaborate with Conference Specialist/Manager/Intern to determine onsite registration needs and scheduling.
- Work with Conference Operations Manager to schedule, oversee, and delegate the name badge-making process: printing logistics, the inclusion of tickets/special notes/ribbons/etc., badge stuffing, and transportation of all materials to the conference site.
- Develop, organize, and implement on-site conference registration check-in desks, ensuring all materials (forms, name tags, and event supplies) are well-organized and easily accessible.
- Be responsible for on-site registration by greeting attendees, verifying registrations, distributing badges, and troubleshooting registration issues as necessary.
- Collect on-site registration payments while handling attendee credit card information sensitively and securely set forth by Payment Card Industries policies and procedures.
- Growth of Online Services
- Responsible for continuous learning about the Stova platform, looking for innovative ways CUCS can use the dynamic and robust features of Stova.
- Stay abreast of trends in collegiate conference operations as it relates to Online Services.
- Collaborate with the Conference Business Manager to develop and grow CUCS’ abstract management conference mobile application offerings.
- Collaborate with the Conference Business Manager and Sales & Marketing Manager on the development of marketing materials.
- Assist in the testing and development of any new virtual services to be offered under the Online Services Branch.
Strategic Partnerships & Relationships:
- Serve as a member or lead on 1-2 CUCS internal work groups charged with reviewing and improving operating processes. Implement initiatives related to the work group.
- Cross-train to assist the Conference Business Manager with financial reporting, billing, and data entry.
- Attend team meetings and professional development trainings.
- Support student staff. Participate in student staff trainings, events, and provide evaluation feedback on student staff performance to the Assistant Director.
- Support the Sales & Marketing Coordinator as needed for potential new business.
What You Should Know
- Onboarding assistance is available within the Student Affairs division guidelines.
- Due to the nature of the responsibilities of this position, there is an in-person expectation.
- Hybrid work options may be possible based on seasonal and department needs, but should not be expected as a regular occurrence.
What We Can Offer
- The starting salary for this position is $51,000-$54,500.
- Onboarding assistance is available within the Student Affairs division guidelines.
Benefits
Be Statements
What We Require
- Bachelor’s degree. Preference will be given to degrees in business, hotel management, commercial recreation, tourism, hospitality, or related field.
- 1+ year of progressive experience in a hotel, association, or university conference office setting with responsibilities in the areas of conference coordination, registration, and/or abstract management.
- An equivalent combination of education and experience may be substituted.
What You Will Need
The ability to work evenings and weekends in support of conferences and/or campus events.
What We Would Like You to Have
- Experience with Stova registration and abstract software or similar (Cvent, Whova, RegFox, etc.)
- 3+ years of relevant experience.
- 4+ years of progressive experience in a hotel, association, or university conference office setting with responsibilities in the areas of conference coordination, registration, and/or abstract management.
- Familiarity with HTML:CSS coding languages and/or a willingness to learn the basics.
- Certified Meeting Professional (CMP) certification and/or Collegiate Conference and Events Professional Certification (CCEP).
Special Instructions
To apply, please submit the following materials:
- A current resume.
- A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.
We may request references at a later time.
Please apply by May 30, 2025 for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.
Posting Contact Information
Posting Contact Name: Boulder Campus Human Resources
Posting Contact Email: Recruiting@colorado.edu