ISCEBS Coordinator (Registration Assistant) bei International Foundation of Employee Benefit Plans

Description

Summary:

Under the direction of ISCEBS leadership, the individual in this position will provide comprehensive administrative and project support across ISCEBS/CEBS operations, ensuring smooth processes, accurate financial handling, and high-quality service delivery. Serving as the first point of contact for Society members, this position will manage inquiries, process requests and payments, and maintain clear and accurate communication while upholding exceptional customer service experience.  

Essential Duties and Responsibilities

This Position Description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

• Provides administrative and special project support in all areas of ISCEBS/CEBS operations to meet budgets, level of expectations and desired results.
• Serves as the first point of contact for all Society member queries. Processes ISCEBS member requests and provides financial, procedural and service information. This includes, but is not limited to: education course guidance, conference registrations, hotel reservation assistance, membership applications and renewals, 
• Thoroughly reviews all internal and external (i.e. ISCEBS members, governance, chapter volunteers, CEBS students and graduates) communication for each interaction to ensure prompt and accurate communication while providing a full customer service experience. Maintain excellent working relationships with all individuals and vendors. 
• Processes order entries and applies payments; generates invoices, letters, dues notices and other documentation related to order processing. Administers batch process for lockbox and credit card orders.
• Responsible for understanding the receipting process in accordance with our Accounting Department standards and departmental SOP’s.
• Works with ISCEBS chapters to produce and distribute meeting announcements and newsletters.
• Assists local ISCEBS chapters with data requests and other database needs in order to support their education and membership missions.
• Maintains excellent working relationships with all individuals (internal & external) and vendors to provide an exceptional customer service experience. 
• Provides administrative support for the CEBS Compliance Program via data entry and by generating reports
• May learn and be asked to collaboratively assist in more complex problems identified in order processing and cash receipting.
• May learn and be asked to assist in the creation and testing of registration forms, including review of posted meeting information on the website.
• May learn and be asked to provide internal database support for ISCEBS/CEBS.
• May learn to become administrative contact for various community platforms for ISCEBS/CEBS. 
• May learn to serve as a backup moderator for online class review sessions and/or ISCEBS local chapter education programs. 
• May learn to assist the Continuing Education department during peak volume times to ensure professional licensing and recertification requests are entered/processed within the allotted time frame.
• May learn to create events in Passkey/Groupmax (hotel reservation software). This will include the statistical data documentation for the events. 
• May learn to assist the governance in coordination of logistics of additional meetings throughout the year, including coordinating with the Foundation executive department on joint governance meetings .

Supervisory Responsibilities: 

No formal supervisory responsibilities, however, incumbent may be required to train/mentor junior staff members on basic tasks, programs or functions.      

Requirements

Required Education/ Experience: 

• High school diploma, or equivalent.
• 2+ years of successful experience in a customer support, membership services, or an administrative assistant capacity. Some experience with data entry, order processing, and/or financial transactions is preferred
• Working knowledge of computer databases such as CRM UX365 is helpful but not required.
• Previous experience in a not-for-profit membership association is a plus.

The International Foundation/International Society will always consider candidates with an equivalent combination of education and relevant experience.

Minimum Qualifications/Skills: 

• Excellent and enthusiastic interpersonal skills, including strong written and verbal communication.
• Track record of working in a fast-paced environment.
• Strong organizational skills with ability to effectively multi-task, managing multiple priorities, projects and deadlines.
• High attention to detail and accuracy.
• Proficient with Microsoft Word, Excel, and Outlook, with a demonstrated capacity to quickly learn new software.

Travel Requirements: 

This position may intermittently require that the individual travel for work; but only up to 5% of the time. Given this is an hourly, non-exempt position, the incumbent will be expected to primarily arrange travel during his or her normal working hours whenever practicable, per the terms of the Traveling Employee Guide.

Work Environment:

This position is expected to work from our corporate headquarters office in Brookfield, WI, Monday through Friday each week. This is an environment with typical office conditions, including lighting, noise, seating and equipment. Following a successful training period (and pending each individual's ability to effectively work from an appropriately-equipped home office, per the terms of the Hybrid Work Policy) incumbents may be permitted to work remotely on Mondays and Fridays, as business needs allow, in up-to a 60/40 (onsite/remote) hybrid schedule. The Foundation/Society reserves the right to modify the current hybrid schedule at any time as business needs dictate.

Physical Demands: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, or crouch

The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus. 

The above statements reflect the general details necessary to describe the principal functions of the occupation described and shall not be construed as a detailed description of all the work that may be inherent in the occupation. 

COMPENSATION, PERKS & BENEFITS:

COMP: The pay range for this role starts at $17.86/hour

Our incredible benefits package includes a comprehensive medical plan, vision plan, dental plan, long term disability, short term disability, paid vacation, sick and paid holidays. Our retirement plan includes a defined benefit (pension) plan AND a non-elective company 401(k) contribution AND a 401(k) matching contribution. Unique organizational perks include on-site fitness center with yoga and strength training classes, mindfulness sessions, a bocce league, game nights, and even a cribbage club to name a few!

ABOUT US:

The International Foundation of Employee Benefit Plans is North America’s largest membership organization for those who work with employee benefit plans. The Foundation’s employees make a HUGE impact on the livelihoods of millions of workers across the U.S. and Canada because of the work we do in providing education and research to the benefits community. Employees enjoy an outstanding benefits package, unique employee perks, creative and caring co-workers—all within a family-friendly workplace. Speaking of workplaces, the Foundation is tucked into a 15-acre wooded slice of nature in the heart of Brookfield. We’re small enough for you to have ongoing, meaningful impact on the organization but big enough to make international news. Visit us at www.ifebp.org or connect with us on the socials.

PRE-EMPLOYMENT CONTINGENCIES

All at-will offers of employment issued by the International Foundation are contingent upon a successful completion of: background check, employment history verification, education verification (as applicable by position), credit check (as applicable by position), motor vehicle records (MVR) check (as applicable by position), 3-5 professional references, and completion of the Federal I-9 and E-Verify process to demonstrate eligibility to work for the IFEBP. 

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