Temporary - Administrator Conference Operations

Institute of Electrical and Electronics Engineers, Inc.; Piscataway Township (NJ); On-site; USD 42,000 - 65,000; Full time

Job summary

The Institute of Electrical and Electronics Engineers, Inc. is seeking a Temporary Administrator, Conference Operations to support IEEE Conferences, Events & Experiences (CEE).

You will process conference applications, MOUs, publications, and respond to customer inquiries in a timely and accurate manner. You will liaise with conference organizers, IEEE organizational units, staff and volunteers to ensure adherence to policies and standards, operate independently in a deadline-driven environment,

Qualifications

• Experience processing conference applications and MOUs.
• Experience handling conference publications.
• Ability to work independently in a deadline-driven environment.

Responsibilities

• Conference Organizer/OU Support Operations: Accepts submitted conference applications and reviews data for policy compliance.
• Engages with conference organizers, submitters, sponsors and stakeholders to ensure proper submission.
• Consults with CRM Manager to align with customer priorities.
• Management of Conference Sponsorship Approval and MOUs: process MOUs, manage sponsorship workflows in line with IEEE standards.
• Review of all conference sponsors to ensure compliance with policies and prepare approvals and agreements.
• Work in conference database, review history and sponsor needs for accurate MOUs.
• Publication Processing: main contact for assigned publications, resolving issues, and publishing into IEEE Xplore.
• Accept and review submitted forms, catalog information, and manage conference content after events.
• Educate organizers on electronic publishing requirements and content submission to IEEE Xplore.
• Receipt of conference content, conduct quality checks, and ensure compliance with laws and internal controls.
• Customer Facing: provide accurate, timely responses and route requests to subject matter experts.
• Provide recommendations to revise processes and technology to improve conference operations.
• Other Responsibilities: support CEE team activities and research in response to inquiries and enhance customer experience.

Skills

Conference operations

Customer service

Data entry

Policy compliance

Job description

Job Summary

The Temporary Administrator, Conference Operations is responsible for performing and managing operations duties in support of IEEE Conferences, Events & Experiences (CEE)- Conference Operations 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 accurrate 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 CEE 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.