About the Company
Hillsdale College is committed to delivering high-quality educational experiences while supporting meaningful relationships across its campus community, alumni network, donors, partners, and other stakeholders.
The Office of Special Events supports high-touch events and experiences that represent the College's brand, mission, and standards. The team works closely with College leadership, faculty, staff, students, trustees, donors, speakers, vendors, and external partners to deliver professional and successful events.
About the Role
Hillsdale College is seeking an organized and detail-oriented Events Data & Registration Systems Coordinator to support event registration systems, event data management, reporting, and operational processes within the Office of Special Events.
The Coordinator will serve as the primary administrator and subject-matter expert for the Swoogo event registration platform, ensuring registration systems, event data, integrations, reporting, and workflows are accurate, consistent, and efficient.
This role will collaborate with Institutional Advancement (IA) partners, IT, Special Events staff, and other departments to gather requirements, configure registration experiences, maintain data integrity, troubleshoot system integrations, and produce accurate event reports and materials.
The ideal candidate combines strong technical aptitude with exceptional attention to detail, communication skills, customer service, and a process-improvement mindset.
Key Responsibilities
Serve as the primary administrator and subject-matter expert for the Swoogo event registration platform.
Build, configure, and maintain Swoogo registration pages, forms, fields, conditional logic, confirmation messages, and automated communications.
Maintain event registration templates and setup standards to ensure consistent branding, formatting, functionality, and user experience.
Develop and maintain documentation and standard operating procedures for Swoogo builds, data workflows, registration processes, and reporting.
Partner with Institutional Advancement teams, including Athletics, Alumni, Business & Industry, and other departments, to gather event registration requirements.
Translate departmental requirements into effective Swoogo registration solutions.
Train Special Events staff and IA partners on Swoogo functionality, registration standards, and intake processes.
Monitor and maintain data quality and integrity across event registration systems and related databases.
Work with IT and IA partners to maintain registration fields, merge fields, reports, and data mappings between Swoogo and CRM systems.
Monitor Swoogo/CRM integrations and data synchronization processes.
Troubleshoot integration and data-sync issues and escalate technical problems when necessary.
Generate, audit, and distribute registration and attendance reports for event leaders and stakeholders.
Create accurate files for nametags, place cards, seating lists, check-in reports, and other event materials.
Manage intake tickets and requests related to registration builds, modifications, reporting, and event data.
Support event check-in system configuration, testing, and ongoing process improvements.
Identify opportunities to improve registration workflows, reporting processes, data quality, and system efficiency.
Participate in professional development and training related to event technology, project management, time management, business writing, communication, and data systems.
Collaborate with team members to deliver high-touch events that meet organizational goals and exceed internal and external customer expectations.
Benefits & Perks
Opportunity to support high-profile institutional events and experiences
Hands-on experience with Swoogo event registration technology
Exposure to CRM systems, data management, reporting, and system integrations
Collaboration with Institutional Advancement, IT, Athletics, Alumni, Business & Industry, and other College departments
Professional development and opportunities to expand technical and project-management skills
Opportunity to work with College leadership, trustees, donors, faculty, staff, students, speakers, and external partners
Collaborative and service-oriented work environment
Opportunity to contribute to process improvement and operational excellence
Basic Qualifications
Bachelor's degree preferred, or an equivalent combination of education, training, and professional experience.
Proficiency with event registration platforms; Swoogo experience preferred.
Understanding of data management principles and experience working with CRM systems.
Proficiency with Microsoft Excel, including data manipulation, organization, and reporting.
Strong attention to detail and commitment to data accuracy.
Ability to manage multiple priorities and produce accurate work under deadlines.
Strong written and verbal communication skills.
Ability to collaborate effectively with multiple departments and stakeholders.
Strong customer-service orientation and professional interpersonal skills.
Strong technical aptitude and willingness to learn new systems and technologies.
Ability to maintain confidentiality when handling sensitive event, donor, or institutional information.
Professional appearance and conduct appropriate for interaction with College leadership, trustees, donors, public figures, vendors, and other high-profile stakeholders.
Preferred Qualifications
Hands-on experience administering Swoogo or a comparable event registration platform.
Experience configuring registration forms, fields, workflows, automated communications, and event templates.
Experience working with CRM integrations and data synchronization.
Experience generating event registration, attendance, and operational reports.
Advanced Microsoft Excel skills.
Experience preparing event-related files such as nametags, seating lists, place cards, and check-in reports.
Experience troubleshooting data integrations and escalating technical issues.
Experience creating standard operating procedures and technical documentation.
Previous experience in event management, higher education, nonprofit organizations, institutional advancement, or customer-facing operations.
Experience coordinating requirements across multiple departments or business partners.
Demonstrated process-improvement and project-management skills.
Work Environment & Professional Requirements
This is an on-site position in Hillsdale, Michigan within the Office of Special Events.
The position involves regular interaction with the College President, senior leadership, trustees, faculty, staff, students, high-profile speakers and public figures, contracted security personnel, hotel managers, donors, and other internal and external stakeholders.
The successful candidate must maintain a clean and professional appearance and consistently represent Hillsdale College with professionalism, discretion, courtesy, and strong customer service.
Confidentiality, attention to detail, technical proficiency, collaboration, and a commitment to continuous process improvement are essential to success in this role.
Code of Commitment
Employees are expected to represent Hillsdale College professionally and support the College's mission, Articles of Association, operating principles, and Staff Code of Commitment. The College's mission should guide the performance of responsibilities associated with this position.
Equal Opportunity Statement
Hillsdale College is committed to maintaining a professional workplace where employees can contribute their skills, experience, and perspectives while supporting the College's mission and organizational objectives.
Reasonable accommodations may be considered for qualified individuals with disabilities consistent with applicable requirements.
Application Requirements: Candidates are required to submit a resume and cover letter.

Systems Coordinator (Data & Registration)

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