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Industry Registration Assistant

Reporting to the Director of Registration Management, the Industry Registration Assistant primarily supports registration system maintenance, data management, and communication channels for Program Participant Registration and Exhibitor Registration. Program participant registration duties include assisting with panel allotments, handling phone and email inquiries, and production of RSS tickets and tech credentials. Exhibitor registration duties include auditing applications, preparing data, facilitating exhibitor communications, and supporting the Artists’ Alley process.

Essential Duties and Responsibilities

Program Participant Registration Support:

  • Support the configuration and maintenance of panel allotments and affiliations, including data entry, updates, and basic troubleshooting as directed
  • Oversee the email inbox and incoming calls for Program Participant Registration, to include but not be limited to:
    • Respond to inquiries
    • Update contact details
    • Direct messages to the appropriate channels
    • Provide accurate, appropriate, and timely information
  • Conduct audits between the panel management system and the registration system to maintain consistent data and functionality
  • Create and maintain resource materials for Program Key Contacts 
  • Support the management of Reserved Studio Seating (RSS) tickets, including preparation, organization, distribution, and other tasks as assigned to enhance the efficiency of the ticketing process.
  • Email and coordinate with volunteer’s availability using the approved SDCC platforms. 
  • Assist with the volunteer scheduling process for Comic-Con and WonderCon, based on volunteers’ availability.
  • Distribute important communications from different departments
  • Ensure all required forms and documentation are completed annually by volunteers.
  • Assist in the organization of tech-related credentials, ensuring proper documentation and preparation of items as directed 
  • Assist in maintaining an inventory of department supplies and coordinate replenishment as needed
  • Perform other duties as assigned

Exhibitor Registration Support (September through January):

  • Coordinate with the Exhibit Registrar to support registration-related tasks, ensuring timely and accurate completion
  • Assist in updating and renewing information on exhibit-related platforms, ensuring all details are current and accurate
  • Assist in the exhibitor application process and ensure the accuracy and integrity of all data
  • Review and verify exhibitor applications for accuracy, prepare data for import, and ensure proper formatting and organization
  • Conduct application exports regularly for SDCC events to SDCC-approved databases (They are helping with both WonderCon and Comic-Con databases)
  • Respond to exhibitor communication requests promptly and provide appropriate support
  • Document and support the pre-screening process for Artists’ Alley applications, ensuring accurate records and integration into the SDCC-approved database
  • Assist in the maintenance and organization of the exhibitor database, ensuring current and accurate data entry 
  • Perform other duties as assigned

On-site at Convention:

  • Support the Industry Registration Specialist at the Program Participants’ Desk
  • Assist with training volunteers on the registration system, providing guidance and support to ensure they understand how to use the system effectively and efficiently
  • Provide support to Department Volunteers as needed
  • Support department operations by distributing tech wristbands, tech check stickers, RSS tickets, and other credentials and items as assigned
  • Troubleshoot issues in real-time and maintain a smooth, efficient workflow during show operations.
  • Perform other duties as assigned

Qualifications

  • Ability to work independently and collaboratively with minimal supervision and ability to problem-solve in complex situations
  • Ability to maintain a positive and professional demeanor as well as demonstrate credibility, integrity, and confidentiality
  • Ability to work within a diverse team, accept differing points of view and feedback, and contribute to a cohesive, supportive, and positive team
  • Excellent interpersonal and customer service skills, ability to respond to customer needs and requests promptly and professionally, especially during difficult and/or high-stress interactions.
  • Excellent verbal and written communication skills 
  • Knowledge of and proficiency in in-office systems used by the organization, including but not limited to Microsoft Office, Google Suite (G Suite, formerly Google Apps), specifically Google Mail (Gmail), Google Drive, Google Docs/Sheets/Slides, Configio, and ClickUp; as well as other common office software and  applications 
  • Familiarity with or willingness to learn current and new systems and platforms used by the organization
  • Basic understanding of clerical procedures and systems such as recordkeeping and filing
  • A high school diploma is required
  • Excellent time management skills with a proven ability to meet deadlines
  • Ability to function well in a fast-paced and, at times, stressful environment and follow directions, policies, and procedures

Working conditions

  • Professional office environment
  • Routinely uses standard office equipment 
  • Standard work schedule (Monday-Friday from 9 am to 5:30 pm)
  • Must be available to work evenings, holidays, and weekends as needed
  • Overnight stay may be required during events
  • Crowded conditions (both inside or outside event spaces)
  • Direct (face-to-face) customer and vendor contact
  • May be required to work outside with little or no shade and warm temperatures

Physical requirements

  • This position requires close visual acuity to perform an activity such as preparing and analyzing data and figures, transcribing, viewing a computer terminal, and extensive reading
  • Occasionally lift or move up to 25 pounds unassisted and bend or stand as necessary
  • Frequent sitting, walking, and standing for long periods
  • Occasionally stand for extended periods of time (8-10+)
  • Walk extensive distances (up to several miles daily)
  • Perform repetitive tasks with few breaks

Pay Range

  • $21.00 -$22.90