The International Baccalaureate (IB) is committed to supporting the ongoing development of a worldwide professional learning community comprised of internationally minded teachers, school leaders and administrators. To that end the three regions conduct comprehensive annual programmes of professional development designed to help teachers and schools to better understand and deliver the three IB programmes.
Professional development plays a key role in the organization’s mission. It is driven by the need to develop, pilot, implement and maintain policies, procedures, programmes and resources targeted at improving the quality of administering, coordinating, teaching and delivering the IB programmes.
The Registrar Admin 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.
This position may be required to travel to support IB workshop on-site registration and event delivery.
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.
Travel to and lead the on-site delivery of logistics for assigned regional events
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 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.
Knowledge and Experience
College degree with 2-3 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
Stong 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, multitasting and organizational skills, with the attention to detail
Must be able to make judgment calls regarding efficiencey of activiites and be versatile when situational changes occur
Ability to work both independently and as part of a deditacted team
Excellent English oral and written skills
Fluency in Spanish desirable but not required (written and oral skills)
Technical and Soft Skills
Excellent EMS (CVENT) and Salesforce skills
Excellent MS Office, Excel, On-line Database and Internet skills.
Excellent communication skills - interpersonal, written and oral.
Excellent organizational and interpersonal skills.
Ability to manage projects and cross-functional team work to ensure projects are completed on time and within scope
Ability to work both independently, and within a global team setting addressing the registration needs spread across multiple locations and time zones.
Ability to work within a fast paced environment to meet deadlines, multitask and cope with multiple activities.
We look forward to receiving your application, please note that applications will be reviewed on an ongoing basis.