The Registrations and Event Coordinator (REC) is one of five core staff within the Nationals Delivery Team (NDT) responsible for the effective planning and delivery of the UniSport Nationals. The UniSport Nationals competition framework is comprised of 10-13 National Championship events, Indigenous Nationals and Nationals, UniSport’s major annual multisport event. Each of these events take place annually at different host locations across the country.

The core responsibility of the REC is the planning, delivery and administration of all registration and event based processes across the Nationals. Further, the role supports the High Performance and Member Services teams to manage registration processes for international sport programs, National conference and regional projects as required.

A key role of the REC is to provide insight to our event operations through analysis of data gained through registration processes. The role will provide detailed event participation reports identifying trends and future areas for growth.

Additionally, the role is responsible for the UniSport annual National Forum and the management of the CRM system.

Key responsibilities

1. Registration and competition systems – Planning and management

• Plan and deliver all registration systems and accreditation processes for UniSport events
• Manage and administer the team nomination process for all events
• Management of registration and database reports
• Provide system training and support to member universities and UniSport staff
• Prepare key registration timelines for the annual event calendar
• Manage and process all amendments, withdrawals, and refunds to event participants
• Become the ‘super user’ of the registration and competition management system utilised by UniSport
• Contribute to, analyse and review all UniSport policies, business plans, strategies and procedures as they relate to assigned key functional areas of UniSport events
• Develop strategies that complement and build on those used in previous years to ensure all UniSport event registrations are delivered in a professional manner

1. Administration and system development

• Support the GM – NSP with the management of agreements and licencing of current and future registrations systems
• Ensure correct application and implementation of all administration procedures and policies
• Identify and organise effective and efficient administration systems that will enable productive management of UniSport events
• Liaise and network with UniSport members and relevant agencies/organisations on aspects relating to event registrations
• Research and implement innovative approaches to accreditation processes and integration of ticketing/other systems into current processes/ platforms
• Update the UniSport website in areas that are specific to nationals, ensuring information is kept relevant and current
• Work with the Manager Member Services to fulfil a champion role in relation to the UniSport CRM maintenance, development and training

1. Event delivery

• Attend Nationals and Nationals Championship events as required
• Assist in the management of Nationals HQ and/or relevant event office
• Manage trophy management pre and post events
• Provide support to the Sport team in relation to draw production and results management through the competition’s module of the registration system
• Management of the UniSport financial records and cash management procedures at event time
• Manage all ‘on-site’ registration and accreditation processes

      4. Finance

• Manage the registration, accreditation, and entry fee component of all UniSport events to ensure that all university teams and individual’s entries and entry fees are received and duly processed
• Update and contribute to UniSport budgets, including forecasts and actuals
• Ensure all financial procedures are implemented effectively, including raising purchase orders and processing invoices
• Complete monthly financial reconciliations and YTD reconciliations
• Undertake financial practices to deadlines and processes including (but not limited to) providing information required pertaining to competition costings for budget forecasts, purchase order requests and invoice payments

1. Reporting

• Produce accurate and timely end of event registration reports for all UniSport events
• Present registration and systems data for event reports and provide comparison observations to previous years data
• Update and maintain all historical participation data for UniSport and maintain relevant archives
• Contribute to all other reports and statistics, including but not limited to participation information, state government reports and sponsor/stakeholders reports
• Critically analyse the registration systems and processes and provide feedback for improvement

1. Collaborating with other UniSport business areas

• Assist with and contribute to special projects or other UniSport business as required from time to time
• As required, represent the organisation in an official capacity at various functions, gatherings, meetings, and conferences as well as on approved/relevant committees or working groups
• Any other duties as directed by the GM- National Sport Program
• Note that this role may be required to undertake duties/requests that fall outside the scope of this position description

Personal attributes

We are looking for someone who:

• Is a driven individual with the ability to work autonomously and achieve results
• Has strong written and verbal communication skills
• Has experience with registration systems and data management
• Has an analytical mind and can provide insight to operations through data analysis
• Has exceptional customer service/stakeholder management skills
• Enjoys being part of a small team and actively contributes to the building of a positive workplace culture

Selection criteria

Applicants should ensure that their application provides specific detail on how they meet the following selection criteria. All applicants will be assessed against these key areas.

As a guide, each selection criteria address should be addressed in no more than half a page.

In your application, tell us:

1. Your experience in relation to using and /or managing registration systems and software?
   1. Experience using Assemble Sports and ID123 may be of advantage but not essential
2. Your knowledge of and experience of working to project plans with designated timelines and key milestones.
3. Your ability and experience in analysing data and providing insights into visible trends and growth areas. Please provide examples.
4. Outline your experience in managing stakeholder relationships and maintaining a high standard of communication.