Assistant, Event Registration

2 weeks ago

Montréal, Canada Concordia University Full time

**Position Number**:50000423 / P1463
**Department**:Event Management
**Grade**:PE207-7
**Campus**:Sir George Williams (Downtown)

**Salary**:$27.24 - $32.34 per hour
**Union/Association/HR Policy**:CUSSU

**Posting deadline**:March 12, 2024

Recognized as Canada’s top university under the age of 50, and one of Montreal’s top Employers, Concordia University is the place to be if you are looking to grow, contribute and innovate in a dynamic and multicultural environment.

Be part of a community that addresses society’s big challenges, supports your personal and professional growth, and makes a real impact in building a more sustainable world.

As a member of our community, you will have access to comprehensive benefits, a defined pension plan and numerous on site well-being facilities such as a state of the art gym and health clinic as well as a variety of educational and cultural opportunities.

**NOTE**:This posting represents a replacement contract until December 6, 2024.

**SCOPE**
Reporting to the Manager, Events, University Advancement, the incumbent is primarily responsible for the registration of events, which combines the preparation, the process, and the closing of that process. They are responsible for assisting in the development, planning, preparation, and execution of all Advancement related event registrations.

**PRIMARY RESPONSIBILITIES**
- Register individuals for events sponsored by University Advancement as well as other university departments, as necessary and required. This includes, but is not limited to receiving registration forms, verifying information on the registration forms, registering each individual/attendee in the alumni database, pulling population selections, as required confirming registration, creating 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 Manager, 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 for events.
- Process approved invoices, cheques requisitions, travel and promotional arrangements and expenses.
- Makes transport and custom-clearing arrangements for the transport of any items required at events.
- Perform other related tasks, as required.

**QUALIFICATIONS**:

- Attestation of Collegial Studies (ACS) 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 knowledge (Level 4) of written and spoken English communication skills, to prepare proposals, correspondence, and reports. Good knowledge (Level 4) of spoken French 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).
- Experience with database systems.
- Demonstrated ability and experience working with data extraction, report analysis and report writing tools.
- 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 several projects simultaneously.
- Ability to work evening and weekends and to travel off-site to attend meetings and events.

Concordia University is an English-language institution of higher learning at which the primary language of instruction and research is English. Since this position supports academic and administrative functions of the university, proficiency in English and French, as indicated, is required.

**Territorial Acknowledgement**
Concordia University is located on unceded Indigenous lands. The Kanien’kehá:ka Nation is recognized as the custodians of the lands and waters on which we gather today. Tiohtià:ke/Montreal is historically known as a gathering place for many First Nations. Today, it is home to a diverse population of Indigenous and other peoples. We respect the continued connections with the past, present and future in our ongoing relationships with Indigenous and other peoples withi

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