Events Data & Registration Systems Coordinator

Job Summary

Duties and responsibilities include performing all assigned registration system, Swoogo platform, and event data management activities needed to successfully support Institutional Advancement Programs and other departments as needed. This position serves as the primary steward of Swoogo and related event data systems, ensuring accuracy, consistency, and operational excellence across event registration, reporting, and integrations. Contribute and assist in a team environment to the effective and efficient delivery of high-touch events and experiences that are on brand, that meet goals and objectives, and that exceed customer expectations both externally and internally.

Essential Job Functions

• Serve as primary administrator and subject-matter expert for the Swoogo event registration platform for Special Events.
• Build, configure, and maintain Swoogo registration pages, forms, fields, logic, confirmation messages, and automated communications. Manage event setup standards and templates to ensure consistent branding, formatting, and user experience across all IA Programs registrations. Maintain documentation and standard operating procedures for Swoogo builds, data workflows, and reporting processes.
• Coordinate with IA partners (Athletics, Alumni, Business & Industry, and others) to gather registration requirements and implement them within Swoogo. Train Special Events staff and IA partners on Swoogo usage/registration standards and intake processes.
• Oversee data quality and integrity across event registration systems and related databases.
• Work with IT and IA partners to maintain and update registration fields, merge fields, reports, and data mappings between Swoogo and CRM systems. Monitor and manage Swoogo/CRM integrations and data sync processes; troubleshoot errors and escalate technical issues as needed.
• Generate, audit, and distribute registration and attendance reports for event leads and stakeholders. Create files for nametags, place cards, seating lists, check-in reports, and other event materials.
• Manage intake tickets and requests related to registration builds, edits, and reporting needs.
• Support event check-in system configuration, testing, and continuous improvement initiatives.
• Seek training to enhance or learn new skills including event registration platforms, project and time management, business writing, and communication.

Education:
Bachelor’s degree preferred, or a combination of education, training or experience which fulfills the needs of the College.

Required Skills & Experience:

• Proficiency with event registration platforms (Swoogo preferred)
• Understanding of data management and experience with CRM systems
• Proficiency Microsoft Excel, including data manipulation and reporting
• Strong attention to detail and ability to work accurately under deadlines
• Collaborative and service-oriented, with experience coordinating requirements across multiple partners or departments
• Excellent written and verbal communication

Personal Characteristics

The Office of Special Events interacts with the College President, Senior Staff, College Trustees, College faculty, staff, and students, high-profile speakers/public figures, contracted security, hotel managers, and current and prospective donors. A clean and neat appearance is required. The ability to promote and maintain pleasant, positive relationships that support the College Mission is essential. This includes building supportive, professional relationships while maintaining confidentiality as needed.

Strong attention to detail, technical aptitude, and a process-improvement mindset are essential for success in this role.

Code of Commitment

Be a good representative of Hillsdale College to promote the liberal arts, the College’s original Articles of Association, and the operating principles stated in the Staff Code of Commitment. The Mission Statement should be considered in all aspects of the position. The teaching of Christian faith shall remain a conspicuous aim of the College.

Required fields are indicated with an asterisk (*).

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