Job Description

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The Registrar Administrator is responsible for collaborating with the Global Lead Registrar in the management of the IB\'s registration system for all workshop events in the region. This role contributes to the provision of the required service according to the standards of quality defined by the IB in order to fulfil stakeholders\' professional development needs. This post is also responsible for responding to e-mail and telephone queries from schools regarding registration issues, for processing all changes to workshop participant\'s registration records, and collaborates with finance on final financial reconciliation of events.

EMS System Administration

• Serve as region\'s EMS system administrator serving as expert and point of contact for team members on the business use and technical aspects of the system
• Serve as technical lead for in the use and implementation of Crowd Compass
• Lead the build and publication of events in CVENT
• In collaboration with the Lead Registrar create and maintain global build guidelines according to industry best practices.
• Assist in the creation, implementation, upkeep, and cross-regional compliance of the regional event templates.
• Assist in maintaining the regional email pack for each PDD event type as well as ensure changes are communicated to IT EMS Super User so global event templates are kept up to date
• Manage wireframe models and templates for global micro site design templates.
• Act as the second administrator and liaise with Lead Registrar super user regarding issues related to the online registration for immediate fixes, improvements and long-term changes
• Provide remote support to colleagues on the EMS system during the delivery of events.
• Create and maintain EMS system reports.

Event Planning and Reporting

• Support the build and updating of events in Salesforce, as required.
• Maintain accurate registrations by processing confirmations, cancellations, substitutions, and modifications to the database daily.
• Responsible for the creation and distribution of various event specific reports, materials and documents in accordance with established key deadlines.
• Responsible for post event reconciliation in the EMS system including registration, financial, surveys, and issuance of certificates.

Customer Service

• Responsible for ensuring accurate information is available to participants in the EMS.
• Act as a resource to the finance team regarding regional workshop payment inquiries
• Serve as Tier 2 contact for IB Answers ensuring SLAs are maintained and schools are able to successfully register participants.

General support Professional Development Delivery (PDD) team

• Provide coverage to other team members.
• Where assigned, support the build and updating of events pages on the ibo.org website.
• As per instruction from management, support global and regional projects and initiatives.
• Timely escalations of issues to team leadership.

Job Requirements:

• Degree holder with 2 of years event management system and meeting planning experience
• A combination of event registration, hospitality & travel expertise, education and training that would provide the level of knowledge and ability required for independent project management
• Experience with Salesforce and CVENT application in the event industry
• Demonstrated knowledge in project and events management
• Strong Customer Service Skills
• Ability to work in a fast-paced environment
• Strong time management skills in order to meet key daily deadlines
• International meeting and event logistics experience a plus
• Strong communication, multi-tasking and organizational skills, with the attention to detail
• Must be able to make judgmental calls regarding efficiency of activities and be versatile when situational changes occur
• Ability to work both independently and as part of a dedicated team
• Excellent communication skills

International Baccalaureate