Registrar, Member Services

Job Description

Job Description

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Schedule

This position is eligible for a hybrid work schedule, with a minimum of three (3) days in-office based out of our West Sacramento office and two (2) days working remotely.

Summary

Under general supervision from the Director, Conferences, the Registrar performs a variety of complex database, registration and administrative support duties requiring thorough knowledge of departmental policies, procedures and operations. This position is responsible for managing data systems, supporting event registration processes, responding to member inquiries, maintaining accurate records, assisting with financial processing and providing high-level customer service. The role involves collaboration across departments, coordination with internal and external stakeholders and occasional travel to support statewide events; performs other duties as assigned.

Essential Duties & Responsibilities

• Perform administrative, analytical and customer support tasks for internal departments and external stakeholders.
• Provide technical and administrative support related to event registration and data management.
• Administer and maintain accurate records in customer relationship management (CRM) systems and event applications (Cvent).
• Create and manage events within the Association’s customer relationship management (CRM) system, ensuring all configurations, fees, and settings are accurate prior to launch. 
• Consistently updates membership information within the CRM, including annual roster maintenance and verification with member agencies. 
• Perform event audits for accuracy and completeness, including registration data, payments, membership status, and financial reconciliation across multiple systems. 
• Lead onsite registration operations and support at the Association’s conferences and events, exercising independent judgment to make timely and appropriate customer service or logistical decisions as needed. 
• Collaborate with external vendors on multiple registration and event management software.
• Resolve customer service requests and technical issues within registration and event management software.
• Research, compile, organize, and analyze data for reports, special projects and operational needs.
• Prepare and process reports, documents, agendas, meeting minutes and communication materials.
• Respond to inquiries, concerns, and complaints from members, staff, and the public with professionalism and timely resolution.
• Ensure data integrity through regular audits, updates and maintenance of internal systems.
• Troubleshoot and resolve database and registration system issues in coordination with IT support.
• Develop and maintain forms, templates and tracking systems aligned with department requirements.
• Coordinate logistics and provide on-site support for events and meetings across California.
• Maintain confidentiality and accuracy in processing sensitive information.
• Review and edit written materials for accuracy and clarity.
• Adhere to organizational values, policies and timekeeping practices.
• Work occasional overtime, evenings, weekends, and holidays as needed.
• Limited vacation permitted during peak periods.
• Perform other duties as assigned.

Qualifications

• Any combination of training and experience equivalent to an associate degree or higher with major coursework in business administration, management, finance, accounting, or a related field, and three (3) years of progressively responsible administrative experience. Experience in education, legislative, or nonprofit settings is preferred.
• Knowledge of organizational structure and functions of nonprofit organizations, boards and commissions.
• Applies applicable federal, state, and local laws and procedures relevant to assigned responsibilities.
• Utilizes event applications (Cvent), Customer relationship management (CRM) systems and database with administrator level experience.
• Event registration and data collection procedures.
• Standard office practices, software and equipment.
• Business writing, proofreading and formatting of reports and correspondence.
• Effective customer service principles and practices.
• Business mathematics, statistical analysis and financial data management.
• Interpret and apply organizational policies, procedures and regulations.
• Perform accurate data entry, analysis and reporting.
• Communicate effectively and professionally in writing, in person and by phone.
• Prioritize multiple tasks and meet deadlines under minimal supervision.
• Demonstrates strong critical thinking and problem-solving skills. 
• Provides exceptional customer service and maintains professionalism under pressure. 
• Makes quick, informed decisions in fast-paced or live event environments.
• Diagnose and resolve registration and data system issues.
• Provide clear and responsive customer service to a variety of stakeholders.
• Organize and maintain accurate records and filing systems.
• Proofread and edit written materials for clarity, accuracy, and grammar.
• Travel within California to support events, including occasional overnight stays.
• Follow organizational health and safety guidelines and practices.
• Uses event management software, registration systems, and office applications efficiently.
• Ability to complete basic business mathematics and statistical techniques for event analysis and reporting.
• Effective communication techniques for providing customer service and collaborating with stakeholders.
• The office environment is primarily sedentary, in a controlled office environment with moderate noise levels and no direct exposure to hazardous physical substances.
• Ability to sit at a computer for extended periods, use office equipment and lift up to 25 pounds.
• Must be able to bend, stoop, kneel, reach, push, and pull drawers open and closed in the execution of their duties. 
• Limited vacation during peak periods.
• Ability to occasionally travel is required for conferences, training, workshops and meetings throughout California, including overnight stays.
• Occasional overtime, including evenings, weekends and holidays, may be necessary based on event schedules.
• Employee is personally responsible for following health and safety guidelines, instructions and policies.

Why Join CSBA?

• Opportunity to support impactful programs and initiatives that serve education leaders across California.
• CSBA promotes internal career growth and provides opportunities for advancement.
• Collaborative and mission-driven work environment.
• Competitive salary and benefits package.

If you are an event coordinator experienced with registration for events with a passion for program management and a drive to make an impact, we encourage you to apply and join our team!

Benefits
At CSBA, we proudly offer competitive compensation and benefits, including medical, dental and vision coverage for employees and dependent children, insurances and California Public Employees Retirement System (CalPERS), and more:

• Comprehensive medical, dental and vision plans:
  • Medical through Kaiser (Platinum HMO plan) and Blue Shield (Platinum HMO, Silver PPO, and HDHP with HSA).
  • Dental - Delta Dental
  • Vision – VSP
• CSBA offers a hybrid work schedule, with a minimum of three (3) days in-office based out of our West Sacramento office and two (2) days working remotely.
• Membership in the CalPERS retirement system:
  • Classic membership tier (2% @ 55; 7% employee contribution and 11.54% employer contribution)
  • PEPRA membership tier (2% @ 62; 8.25% employee contribution and 8.27% employer contribution)
• Employer-paid Life and AD&D insurance
• Employer-paid Short- and Long-Term Disability insurance
• Optional supplemental 457 retirement savings available
• Flexible Spending Account (FSA) Medical and Dependent Care
• Employee Assistance Program
• Perks at Work savings program