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Registration Coordinator - Safeguards Training for Children and Adult Services

Apr 05, 2024
Richmond Hill, Ontario

Are you wanting to make an impact using your exceptional organizational and administrative skills to support a seamless learning experience for a diverse audience? Do you pride yourself on providing excellent customer service representing an organization making a social impact? If you’ve answered yes, we’d love to talk to you!

Join SafeGuards Training to make a difference in the lives of children, youth and adults impacted by trauma. SafeGuards is a non-profit partnership of five provincial associations that produces relevant and responsive training related to trauma and trauma-informed practice for professionals. We provide training to those working in areas such as: mental health, developmental services, child welfare/well-being, residential services, transition homes, victim services, youth justice, children’s treatment centers, education and health.

GENERAL RESPONSIBILITIES:

  • Handle registration and operational logistics for approximately 65 virtual trainings and 8 in-person trainings annually to ensure an efficient and well-managed process.
  • Implement and maintain effective meeting planning practices to ensure a high quality and positive training experience.
  • Ensure excellent customer service with clients, trainers and vendors to facilitate positive relationships.
  • Promote opportunities to improve efficiencies within the position and overall processes and make recommendations to support such improvements.
  • Work with the staff, contracted services, and trainers to meet Safeguards Strategic Plan and the related Annual Goals.
REGISTRATION ADMINISTRATION
  • Responsible for all aspects of the registration process, which requires a great attention to detail, ensuring participants receive information in a timely manner
  • Maintain accurate registration data for all trainings on a daily basis.
  • Prepare training reports on a regular basis and ensure the database is current
  • Provide accurate information to accounting, track invoices, payments, monitor account receivables and manage payment collection to ensure payments are received in a timely manner.
  • Coordinate distribution of training materials for both in-person and virtual training.
  • After training, review attendance records and address discrepancies and prepare and distribute training certificates in a timely manner.
CUSTOMER SERVICE
  • Provide excellent customer service for clients and trainers.
  • Answer incoming calls, a high volume of emails and answer general inquiries.
TRAINING LOGISTICS
  • Seek out venues, catering, audio visual equipment that fit within budget, to meet training needs for in-person trainings.
  • Negotiate venue contracts for in-person trainings and meetings
  • Coordinate logistics specific for each training and trainers needs
  • Coordinate distribution of training materials and access information for both in-person and virtual training
  • Check attendance records, distribute certificates in a timely manner, maintain records.
TRAINING MATERIAL SALES
  • Ensure adequate inventory of sales items and respond and fulfill orders in a timely manner
GENERAL ADMINISTRATION
  • Ensure appropriate supplies for office and training
  • Maintain equipment and related supplies
  • General administrative support as needed.
What You’ll Need to Succeed:
  • Strong project management experience as well as experience coordinating with others.
  • Ability to multi-task, prioritize, problem solve, pay attention to details, and meet deadlines.
  • Flexible, adaptable, exceptional interpersonal skills and team player.
  • Strong customer service skills and ability to efficiently and effectively manage high volume of participant emails utilizing Outlook.
  • Must be able to proficiently use Microsoft 365, particularly Excel and Outlook, databases, learning management systems and Customer Relationship Management tools such as Hubspot.
  • Able to understand basic financial terminology and manage payment collection.
  • Strong communication skills both verbal and written.
  • Ability to work independently and within a small team.
  • Bilingual (English and French) is an asset.
  • Ability to travel short distances to select venues.
  • University or College degree/diploma, or equivalent work experience in a related field.
Benefits:
  • Group Benefits
  • On-site parking

Job Type: Full-time, Permanent
Schedule: Monday to Friday 
Work location: Richmond Hill (Hybrid option is 4 days in-office, 1 day remote) 
Salary range: $50,000 - $53,500 per year
Expected start date: 2024-04-08

SafeGuards hires on the basis of merit and is strongly committed to equity, diversity and inclusion.

This job is from CharityVillage