Registration Coordinator

Registration Coordinator

The Convention & Meeting Services team at the American Academy of Pediatrics seeks a Registration Coordinator to process and coordinate registrations and exhibit applications for all assigned meetings, including the National Conference & Exhibition (National Conference); provide customer service support to registrants; and provide administrative support for Continuing Medical Education (CME) courses, the National Conference, and other meetings as assigned.

Some tasks include:

Coordinating the registration process for assigned courses, including advance, on-site, faculty, and other invited guests. Maintain list of one day, amount due, cancellations, no-show registrants, and special dietary requests for assigned courses.

Providing phone coverage, responding to attendees questions, troubleshooting issues, processing registrations, and connecting them with appropriate resources as needed.

Coordinating the administration and maintenance of registration payments for assigned courses.

Maintain a master checklist and track inventory for assigned courses, including advance/onsite registration, printing, and shipment of registration supplies, signs, CME certificates, and other course-related materials.

Travel and assist onsite for assigned courses, including the National Conference.

Qualifications:

Bachelor’s degree in hospitality management, communication, business, or related field or an equivalent combination of related education and work experience required.

At least 2 years’ related administrative and/or customer service experience required, including some database management. 

Experience in registration (live and virtual), meeting planning and/or accounts receivable, and working in an association preferred.  

Must be detail-oriented and able to handle a heavy workload, manage multiple priorities simultaneously, take initiative, work both independently and as part of a team, collaborate effectively with various internal and external constituents, and maintain a positive and cooperative team-oriented work environment with a commitment to fostering a culture where everyone feels valued and respected. 

Excellent interpersonal, time management, organizational, problem solving, and verbal/written communication skills required. 

Strong technical acumen essential with proficiency in MS Office, experience with databases, and the ability to learn and apply new technologies; experience with virtual meeting platforms (e.g., WebEx, Teams, Zoom) and document collaboration platforms (e.g., SharePoint) preferred. 

Fluency in Spanish with the ability to read, write, speak, and translate between English and Spanish preferred. 

Some travel, evening/weekend work, and overtime required.

To learn more about the organization, see the full job description, and apply for the position, please visit https://www.aap.org/employment.

Why work for the AAP?

Flexible hours and a focus on work/life balance.

State-of-the-art building equipped with standing desks, treadmill desks, cycle desks, on-site fitness center, and on-site exercise classes.

An on-site cafeteria with food costs that are subsidized by AAP.

Strong focus on mental health and wellness.

Tuition reimbursement.

Competitive PTO and sick leave.

Excellent parental benefits, including adoption assistance.

A full list of benefits can be found here.

Hybrid work environment of 40% of work time in the Itasca, IL office per month.

The AAP offers an excellent work environment, competitive salary, and a comprehensive benefits package. As a reaffirmation to our employee-focused culture, since 2005 the AAP has been named one of the 101 Best and Brightest Companies to Work for in the Chicagoland area. Additionally, we are an Equal Opportunity Employer of Minorities, Females, Individuals with Disabilities, and Veterans that values the strength diversity brings to our workplace.

Reasonable Accommodation: Individuals with a disability in need of reasonable accommodation regarding the job application process may call 630-626-6297. Please note, only those inquiries concerning a request for reasonable accommodation will receive a response.

A reasonable estimate of the current base pay range for this position is $29.92/hr - $31.58/hr. Compensation decisions take into account a wide range of factors, including but not limited to relevant experience, skills, certifications, geographic location, business needs, and organizational policies. In addition to those factors, we believe in the importance of pay equity and consider internal equity of our current team members as a part of any final offer. Hiring at the maximum of the range would not be typical. We also offer a comprehensive benefits package which includes healthcare and retirement savings plans. Click to see all benefits offered: https://downloads.aap.org/DOHRAS/BenefitsAtAAP.pdf.