Temporary - Administrator Conference Operations

Job Summary 

The Temporary Administrator, Conference Operations is responsible for performing and managing operations duties in support of IEEE Meetings, Conferences & Events Conference Operations (CO) team. The incumbent in this position is responsible for processing of IEEE conference applications, memoranda of understanding, publications, and fielding customer inquiries. This position will also provide complete and accurate information to internal and external customers in a timely and efficient manner as well as route exceptions when warranted.

The incumbent in this position will interact with conference organizers, IEEE Organizational Unit leadership, including both staff and volunteers, and other interested parties to ensure adherence IEEE policies and various conference operations and publications standards. The role has no direct reports. This position must be able to work independently in a deadline-oriented environment, and has the authority to recommend changes in department procedures/processes and in IEEE procedures/processes.

Key Responsibilities
 

• Conference Organizer/OU Support Operations: 

  • Accepts submitted conference applications, completes review of all conference level data to ensure compliance with policies, guidelines, and with previous conference history. 
  • Engages with conference organizer, application submitter, conference sponsors, and other stakeholders as needed to ensure proper submission. • 
  • Consults with CRM Manager to align with customer priorities.

   

• Management of Conference Sponsorship Approval and standard Memorandum of Understanding (MOU)\: 

  • Collaborates with the department and volunteers in processing MOUs, managing sponsorship workflow, creating and improving conference processes in line with the standards, guidelines, and protocols of the IEEE
  • Review of all conference sponsors, both IEEE and outside organizations, to ensure compliance with laws and policies, and preparation and facilitation of application review and approval and agreement of all sponsors.
  • Work in conference database and review conference history and individual IEEE sponsor needs to ensure accrurate preparation of Memorandum of Understanding (MOU), and secure approvals

   

• Publication Processing\: 

  • Main point of contact for assigned publications, including reporting, issue resolution, some responsibility for time published into IEEE Xplore.
  • Accept and review of submitted forms, and cataloguing information, and receipt of conference content after the conference. 
  • Educates and assists conference organizers and others with electronic publishing requirements and content submission to IEEE Xplore.
  • Receipt of conference content, review of submitted items with respect to applicable laws, policies, and internal controls, and conducts quality checks of content submitted.

   

• Customer Facing:

  •  Provides accurate and timely responses – both in written and oral communications, and routes requests and projects to the appropriate subject matter expert for follow up and execution.
  •  Provides recommendations to revise existing processes and technology needs that will improve IEEE conference operations, and assist fellow team members to establish a consistent level of quality, accuracy and compliance to departmental standards.

   

• Other Responsibilities: 
  • Supports MCE team activities, projects and initiatives – including gathering data and performing research in support of specific conference inquiries or on focused on the conference customer experience. 
  • Portfolio-level awareness, understanding and support, based on assignment.

Education
 

• Bachelor's degree or equivalent experience required

Work Experience

• 2-4 years relevant business experience preferred
• Conference and event experience preferred

Skills and Requirements 

• Demonstrates strong organization, multi-tasking skills.
• Microsoft Office elements (primarily Word and Excel).
• Interpersonal interactions (both verbal and written)
• Data management
• Detail oriented, independent-yet-team-oriented, self-starting, proactive demeanor.
• Ability to produce well organized and visually compelling presentations
• This position requires heavy interaction with volunteers and internal staff. Must have the ability to communicate and interact positively and effectively with staff.
• Must have excellent command of the English language.
• Must be able to communicate clearly with customers.
• Superior communication (written and verbal) and human relation skills are essential for meeting the objectives of this job.
• Must be able to work effectively with vendors and all levels of IEEE volunteers and staff.
• Must be able to determine the best and most appropriate source for information when responding to incoming inquiries.
• Must be able to handle large volumes of incoming correspondence and documentation.
• Must be able to handle several distinct tasks, both serially and in parallel.
• Must be able to seek guidance of supervisor and coworkers.
• Must be a technologically savvy knowledge worker who seeks out new solutions to business challenges. Specific technology knowledge and experience needed to produce the desired outcomes include the following\: Working knowledge of computers & software, Excel, Word, Gmail, Databases.

Other Requirements:
As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply. 

PLEASE NOTE\: This position is not budgeted for employer-sponsored immigration support, this includes all persons in F (both CPT and OPT), J, H, L, or O status.

For information on work demands and conditions required for this position, please consult the reference document, ADA Requirements. This position is classified under Category I - Office Positions. 

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. 
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Disclaimer\: This job description is proprietary to IEEE. It outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management’s right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.