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Job Title:Development Services Senior Associate, Event Data Services
Department:Advancement | Gifts and Records
Position OverviewThe Development Services Senior Associate serves as a primary subject matter resource and consultant for event registration strategy and execution within Advancement Engagement Data Services, supporting the Office of External Affairs, university colleges and units, regional campuses, and volunteers applying foundational experience and growing expertise to guide internal stakeholders. The position advises event owners on registration architecture, form design, and access hierarchies across advancement systems (BBEC and BBIS) and event management platforms (e.g., Cvent and OneCause) to support consistent, constituent-centered experiences, partnering with leadership on complex or sensitive decisions It builds and manages online registration forms, monitors registration activity and capacity trends, and contributes to the development and application of processes and policies that guide the Engagement Center's work.
The role also supports day-to-day registration operations, including entering and tracking registrations, assisting with financial processing, and handling non-routine inquiries with guidance as needed.
As a functional resource for BBEC and BBIS systems, the Development Services Senior Associate provides support to team members and internal partners on system functionality, configuration, and best practices, while continuing to build technical expertise. This role participates in system testing for upgrades and enhancements, identifies issues, and escalates findings with recommendations in collaboration with the manager of Engagement Data Services and Advancement IT. The position reviews workflows and system usage to identify improvement opportunities, contributing to process enhancements that strengthen operational efficiency and data quality, and helps maintain clear, current documentation and standard operating procedures.
Additionally, Development Services Senior Associate serves as a developing advisor to colleagues and stakeholders, offering guidance, training, and support on event registration processes, system use, and data standards. This role contributes to training materials and knowledge-sharing resources and supports onboarding and skill development for team members. While able to work independently on routine responsibilities, the role appropriately seeks direction and collaborates with management to ensure alignment, continuous learning, and effective resolution of more complex scenarios.
All members of External Affairs are part of creating a culture that inspires an exceptionally multifaceted and talented team and are expected to exhibit The Ohio State University's Shared Values. The Office of External Affairs is committed to acting with kindness, respect, and integrity at all times and welcoming our colleagues' ideas, voices, and perspectives, acknowledging that we are better together.
Duties and Responsibilities70%
Serves as the primary subject matter expert and consultant for event registration strategy and execution across the Office of External Affairs, university colleges and units, regional campuses, and volunteers; leverages expertise in advancement systems, constituent engagement, and event operations to guide internal partners. Advises event owners on registration architecture, form design, and access hierarchies across advancement systems (BBEC and BBIS) and event management platforms (e.g., Cvent and OneCause) to support consistent, constituent-centered experiences, partnering with leadership on complex or sensitive decisions. Builds and manages online event registration forms on external event pages using simple to complex hierarchies to control form versions. Independently analyzes live registration data, capacity trends, and constituent patterns to develop evidence-based recommendations for event owners on registration strategy, projected outcomes, and process adjustments. Develops and maintains registration processes and policies that guide the Engagement Center (EC) team in making consistent, constituent-centered decisions, including the resolution of complex exceptions. Monitors event registrations to ensure event attendee capacity limits are not exceeded. Enters and imports past events and other data into TAS, enters relevant details and accounting information into BBEC for events actively managed by Engagement Data Services (EDS) or imported post-occurrence. Receives, tracks, and enters offline event registrations from internal partners into BBEC, develops tracking systems for high-profile or complex event registrations for the EDS team and internal partners. Processes walk-in and mailed event registration fees, in coordination with Advancement Records and Finance, collaborates with event owners and Advancement Finance to resolve outstanding balances through research and constituent outreach as needed. Independently evaluates and resolves complex or escalated registration inquiries by applying knowledge of University policies, event objectives, and constituent relations best practices to determine appropriate outcomes.
20%
Serves as the functional subject matter expert for BBEC and BBIS system capabilities as they relate to event registration and constituent data management, provides guidance to team members and internal partners on system functionality, configuration, and operational best practices. Repeats testing scenarios when system upgrades and/or enhancements are implemented, meets deadlines to ensure testing projects stay on track. Proactively identifies and documents system issues, analyzes root causes and communicates findings and recommended solutions to the manager of EDS, collaborates with relevant stakeholders to implement resolutions prior to the rollout of upgrades and/or enhancements. Analyzes existing event registration workflows and BBEC/BBIS system configurations to identify inefficiencies and areas for improvement, develops and presents recommendations, implements approved process improvements in collaboration with the manager of EDS and Advancement IT to enhance operational efficiency and constituent data quality. Develops and maintains comprehensive process documentation, user guides, and standard operating procedures for event registration workflows and BBEC/BBIS system use, ensures documentation remains current and accessible to support continuity and team knowledge transfer.
5%
Serves as a professional resource and advisor to event owners, Engagement Data Services team members, and Advancement colleagues on event registration processes, system capabilities, and constituent data standards.
Develops and delivers training content, job aids, and instructional resources to internal partners on event registration best practices, system updates, policy changes, and data quality standards. Provides guidance and mentoring to less experienced staff and internal partners on complex registration scenarios and system functionality, sharing specialized expertise to build individual and team capability.
5%
Completes special projects and performs other duties as assigned.
Required Qualifications- Bachelor's degree in related field or an equivalent combination of education and experience.
- Two (2) years of relevant experience.
- Knowledge of program subject matter, either through college coursework or experience is required for some positions.
Desired Qualifications (We're committed to building a team that reflects a variety of skills and experiences and encourage you to apply even if your experience does not align perfectly)
- Master's degree or equivalent experience.
- Four (4) years of relevant experience.
- Experience in the preparation and design of publications is desirable.
- Experience in the organization of volunteers and program materials is desirable
The Office of External Affairs is committed to providing tools and resources for you to learn our business, proprietary databases, university-specific processes, and advancement practices.
In accordance with the Disaster Preparedness and University State of Emergency Policy 6.17 this position has been designated as a standby position.
Additional Information:To learn more about the Office of Advancement, please visit Advancement Careers.
The budget for this position is up to $22.77. The offer for this position will be based on internal equity and the candidate's qualifications.
Function: Development and Engagement
Sub-function: Advancement Services
Career Band: Individual Contributor - Specialized
Career Level: S2 Experienced
Location:University Square North (1031)
Position Type:Regular
Scheduled Hours:40
Shift:First Shift
Final candidates are subject to successful completion of a background check. A drug screen or physical may be required during the post offer process.Thank you for your interest in positions at The Ohio State University and Wexner Medical Center. Once you have applied, the most updated information on the status of your application can be found by visiting the Candidate Home section of this site. Please view your submitted applications by logging in and reviewing your status. For answers to additional questions please review the frequently asked questions.
The university is an equal opportunity employer, including veterans and disability.
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