Temporary - Conference Operations Associate

Job Summary

The Temporary Conference Operations Associate will be responsible for performing and managing operations duties in support of IEEE Conferences, Events & Experiences Conference Operations (CO) team. This includes, but is not limited to processing of IEEE conference publications requests, content submissions and customer service communications in support of conference activities and processes.

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 and may also be assigned special projects as needed.

The incumbent 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 individual 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

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 cataloging information, and receipt of conference content after the conference including posting research.
• 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.
• Primary point of contact for management of communication database
• Data audits

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.

Education

• Bachelor's degree or equivalent experience preferred

Work Experience

• 1- 2 years relevant business experience required
• Conference and event planning experience preferred

Skills and Requirements

• Demonstrates strong organization, multi-tasking skills.

• Proficiency in MS Office applications (Word, Excel, etc), Smartsheet, Oracle, Google applications and Data management

• Strong interpersonal skills and the ability to communicate clearly and work effectively with customer, vendors and all levels of IEEE volunteers and staff

• Detail oriented, independent-yet-team-oriented, self-starting, proactive demeanor.

• Ability to produce well organized and visually compelling presentations

• Superior communication (written and verbal), attention to detail, time management and human relation skills are essential for meeting the objectives of this job.

• Must be able to handle large volumes of incoming correspondence and documentation and determine the best and most appropriate source for information when responding to incoming inquiries.

• Must be able to handle several distinct tasks, both serially and in parallel, in a deadline-driven environment

• Must be able to seek guidance of supervisor and coworkers.

• Must be technologically savvy, and be willing to seek out technology solutions to business challenges

• Positive attitude and a supportive, team-based approach towards the attainment of departmental goals

• Exceptional cultural awareness, judgment, and tact; routine interaction with various levels of employee and an international constituency of society/council/region officers, volunteers, and partner associations/institutions.

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.