Customer Service Registration Team Coordinator

JOB SUMMARY: The Customer Service and Registration (CSR) Coordinator position works as a member of the Continuing Professional Development (CPD) team to source details, troubleshoot, and launch in-person and online events across disciplines and programs at MAHEC As the first point of contact for thousands of event registrants, most often by email and phone, CSR Coordinator works across multiple state AHEC and MAHEC-specific systems and databases to create and maintain information related to educational events, including customer registrations, payments, evaluations, certifications of course completion, scholarship opportunities, credit hours needed for licensure, and several other key event details. SPECIFIC RESPONSIBILITIES: Receive PIT (Program Information Template) from Program Logistics Specialists and Continuing Education Planners for each CPD event, review for accuracy and key information, enter all information into appropriate systems and databases ensuring that online registration and payment options are set up correctly based on back-end programming that translates to the public facing course catalog. Ongoing detailed communication with the program planners is needed to ensure the success of each CPD event. Receive and resolve event participant inquiries received through email, over the phone, or in-person, including general event inquiries and troubleshooting questions / issues with event registration. Maintain a strong working knowledge of the CPD course catalogue for reference, and a close partnership with the CPD team to resolve more intricate event-specific questions. Maintain a strong working knowledge of several state AHEC and MAHEC-specific systems and databases to provide in the moment technical assistance to event registrants, including tracking and referencing registrations across all portals, processing payments, cancellations, refunds, and credits, and delivering information related to course completion and certification. This includes multiple online learning platforms. Manage the NCAHEC CASCE database which houses approximately 500,000 customers, including adding and removing personal records, workplace/organizational records, event records, and marketing groups, to ensure accuracy in communicating about upcoming events to the appropriate event alumni. Provide a daily deposit of all customer funds to Finance. This necessitates cross checking with all event discount codes and online banking entries in Authorize.net to make sure they balance against the CASCE entries. Provide mail list groups for print and email marketing pulled from the CASCE database based on occupations, interest areas, geography, and past attendance to the Marketing team. This role description is a general description of the essential job functions. It is not intended to describe all the duties the CSR Specialist may perform. KEY COMPETENCIES: Communication Skills Effectively and respectably communicate with other individuals, whether it be a colleague, patient, or patient’s family member and appropriately enumerate information in a manner easily understood by all parties. We do this to foster a culture of understanding between all parties, especially in complex and difficult situations, to ultimately provide the best care possible to our patients and their families. Decision Making Ability to make the most appropriate decision in a given situation and then taking the next steps to ensure appropriate and timely completion. This requires conflict resolution skills, critical thinking skills, confidence in your ability to make the right decision in most situations. This also includes ability to prioritize your workday appropriately to ensure the most important tasks are completed on time. HealthCare Knowledge Having the drive to keep yourself abreast and up to date on the new breakthroughs in your area of expertise and communicating them to the rest of the team, as appropriate. This also includes keeping up with your licensure and yearly training requirements within your area expertise along with MAHEC’s organizational training. Finally, the ability to apply the depth of knowledge maintained and gained through this process in real life scenarios as appropriate. Interpersonal Skills Showing the ability to meet difficult situations with grace, professionalism, and understanding. Within your area of expertise, showing respect and showing empathy where appropriate with your colleagues, patients, and their family at all times, even when its most difficult to do so. This is done, in part, by effective listening, being your authentic self, showing responsibility and dependability, and being patient with others. Organizational Values Adherence to MAHEC’s founding principles and incorporating them every day. This includes, among others, having integrity and accountability, reverence for other cultures and equitable practices, ability to manage change, and displaying a clear understanding of organizational dynamics. Doing these things creates a culture where people want to do the best for each other and gives personal ownership towards the goal of helping people in their time of need. Problem Solving Having an analytical mind and ability to work autonomously to solve complex problems that may arise. The wherewithal to think logically through a difficult problem and come to an appropriate resolution for a given issue. This helps to drive continuous improvement by thinking through where we can improve in a novel way. Measures success by understanding where we are currently and where we want to go and then applying those new ideas to affect positive change. SPECIFIED SKILLS COMPUTER Excellent skills in Microsoft Office including Word, Excel, PowerPoint, and database applications required. Experience in managing multiple work communication and tracking systems at once, including navigating between systems in the moment, adapting to updates, and searching for process improvements. FOREIGN LANGUAGE Spanish speaking skills preferred. PHYSICAL DEMANDS Not Applicable. SUPERVISORY RESPONSIBILITIES: Not Applicable. EDUCATION AND EXPERIENCE MINIMUM QUALIFICATIONS: High school diploma/GED and at least two (2) years administrative experience in relevant work required. PREFERRED QUALIFICATIONS: Associates degree in business, office administration, or other relevant studies preferred. REQUIRED LICENSES: Not Applicable. SCHEDULE: Regular attendance on-site is an essential function of this position. Typical business hours are Monday – Friday, 8:00 am to 5:00 pm (or flexed to best meet the needs of the clients and/or the Division); 40 hours per workweek; weekend, holiday, or evening coverage is occasionally required. Work hours will need to be flexible in order to respond to special work assignments, or evening activities, as requested by the team leader. POSITION COMPENSATION: $21.83/hour, full time + full benefits available At MAHEC, we strive to equip all team members with Total Rewards (pay + benefits) to honor their service, support their health, manage their financial security, build their career, and thrive. All MAHEC employees and learners will be required to receive the Flu vaccine or have an approved exemption. MAHEC Talent Management is located at 121 Hendersonville Road, Asheville, NC 28803. Equal Opportunity Employer. MAHEC is a qualifying employer for the Public Service Loan Forgiveness (PSLF) Program. Employees who meet federal requirements may be eligible to have remaining student loan balances forgiven after 10 years of qualifying payments while working full-time at MAHEC. If you are interested in this role, and you have related experience and qualifications, we encourage you to apply or reach out to View email address on click.appcast.io for support in your job search process. You could be the talent we are seeking for this or other opportunities Thank you for your interest in employment with Mountain Area Health Education Center in Asheville, NC, where we are committed to improving health in western North Carolina through innovative health professions education and compassionate healthcare. MAHEC was established in 1974 to improve training and retention of healthcare professionals across our region. We are dedicated to excellence in clinical care, health professions education, and innovative practices that can be replicated nationally. The largest of the nine state AHEC's, MAHEC serves NC's 16 westernmost counties to address national and state concerns with the supply, retention, and quality of health professionals especially in rural areas.