Description

The Council of Independent Colleges (CIC) seeks a full-time Registration and Conference Services Coordinator whose responsibilities will include managing conference registrations across CIC’s annual conferences and meetings; managing payment processing, invoicing, and financial reconciliation; maintaining information in a Microsoft CRM-based database; preparing materials in Microsoft Office applications; and fielding calls from conference participants. This position balances technical registration expertise with customer care leadership to ensure both operational excellence and member satisfaction throughout the event cycle.
The successful candidate will be proactive and highly organized, demonstrate attention to detail, and have strong writing skills. This candidate will have conference registration and administrative work experience supporting programs, conferences, and events for a membership based, higher education institution, or nonprofit organization. Dynamic interpersonal communication and a highly collaborative work style are required, as are flexibility and the ability to adjust quickly to changing needs and circumstances.
The Registration and Conference Services Coordinator is a staff position based in Washington DC (with remote flexibility) reporting to the Vice President for Conferences and working closely with team members across the organization.
ABOUT CIC
The Council of Independent Colleges (CIC), located in Washington, DC, is the major national membership organization for independent colleges and universities in the United States. Membership includes more than 700 colleges, universities, and higher education organizations. CIC pursues a threefold mission: supporting and developing campus leaders, advancing the excellence of member institutions, and enhancing public understanding of the contributions independent higher education makes to society. A 30-person staff, based at Dupont Circle in Washington, DC, develops and manages a dynamic set of conferences, networks, projects, and programs; member services, research, and public information initiatives; and a range of other activities to advance all three mission areas. CIC’s full-time staff is augmented with senior advisors and higher education experts who contribute to specific projects and programs.
RESPONSIBILITIES
Each year, CIC conducts several small to medium-sized meetings and three large conferences for college and university presidents, deans, faculty members, and other campus leaders. The Registration and Conference Services Coordinator will lead registration operations for these meetings, working with the planners of the annual Institutes for Chief Academic Officers, the Presidents Institute, the State Council Conference, and the biennial Network for Vocation in Undergraduate Education (NetVUE) Conference, to set-up pricing prior to launching
registrations. Additionally, the position will manage registrations for CIC’s annual series of Department and Division Chair Workshops, and other meetings as necessary. The Registration and Conference Services Coordinator will:

Maintain and manage CIC’s registration systems and processes. Recommend and implement modifications and enhancements to systems where necessary.

Lead registrations and provide customer service across CIC’s annual conferences, meetings, and workshops.

Collaborate with program managers to set conference registration prices.

Be responsible for the development of all registration-related materials such as the list of participants and name badges.

Be responsible for payments, refunds, phone call/emails, as well as the accuracy of all participant information; and for post-meeting tasks, including collecting outstanding registration payments; issuing registration reimbursements; and managing post-event financial reconciliation.

Create, review, and manage participant lists for Guidebook.

Manage the Institutes’ shipments and assist team with on-site registration desk responsibilities.

Perform other duties as assigned.

WORKING AT CIC
CIC work culture is positive, friendly, and highly focused on serving our members. We have a diverse team that enjoys interacting and takes pride in producing high quality work.
Full-time CIC staff are based in the DC office, with the option of working remotely on two designated days per week. Work hours are flexible around designated “core hours” (10:00 a.m. to 4:00 p.m.). Preference is given to candidates able to be physically in the office three days a week.
The expected salary range for this position is between $70,000 and $75,000.
CIC is an equal opportunity employer and offers competitive compensation and benefits that include majority premium coverage for health, vision, and dental insurance. CIC also offers a retirement plan with a generous employer contribution match (currently 10%); life insurance; and short- and long-term disability insurance. Employees are also eligible to participate in CIC’s Tuition-Exchange Program. CIC recognizes 11 paid holidays per year and offers 20 days of annual leave.
TO APPLY
The position is available immediately and will remain open until the successful candidate is appointed. To apply, email a detailed letter of interest and a résumé to CICJobs@cic.edu with the subject line “LAST NAME Registration and Conference Services Coordinator.” CIC is an equal opportunity employer and seeks a broad and diverse pool of applicants.

Requirements

QUALIFICATIONS
A bachelor’s degree (preferably from a CIC member institution) as well as at least one to three years of registration management experience is required. Experience working in a higher education or membership association is highly desirable.
The successful candidate will exhibit strong experience with association management systems, (knowledge of Protech UX and MX a plus); Microsoft Office, and commonly used office productivity and collaboration tools such as Outlook, Zoom, Slack and Asana is desired, as well as experience with financial accounting systems.
ADDITIONAL REQUIREMENTS
All CIC staff members are expected to excel at written and oral communication; demonstrate a proactive, positive, and member-focused disposition; handle competing priorities independently and effectively; organize and manage a wide range of activities with excellent control of detail; exercise creativity and initiative in developing ideas and solving problems; be familiar with office applications, and other commonly-used applications and tools; and be inclined to thrive in a diverse, fast-paced, highly collaborative work environment.
This position requires some overnight, weekend, and out-of-area travel several times a year.
Performing the responsibilities of this position requires the ability to see, hear, and speak; work in a normal seated position for extended periods of time; use hands to finger, handle, or feel; be able to lift and/or move up to 20 pounds; manually operate standard office equipment such as keyboards
and printers; and move throughout an office or conference space. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.