Administrator Society & Committee Operations (N0605) - 250071 : OPS-C50

Description

Job Summary
The overall purpose of this position is to provide administrative and analytical support to Society officers in their management of their awards fulfillment and chapter funding programs. This position will provide support in ensuring the vetting of awards recipients with IEEE legal (escalate issues if needed), fulfillment of awards honoraria and transactions following IEEE Accounting guidelines, fulfillment of awards products, including pins, plaques, presentation folders. This position will also ensure appropriate award recipient recordkeeping in Siebel. 
The incumbent will work directly with multiple vendors on all presentation items, including dissemination directly to the recipient or at select conferences, while meeting required deadlines and metrics. .
This position is required to be knowledgeable of all IEEE Policies and Procedures and Accounting guidelines regarding transactional fulfillment for awards honoraria, chapter subsidies, international payments and invoice reconciliation for processing.
The role reports to Senior Manager, Society Member & Committee Services and manages no direct reports. This position works under minimal supervision and is project oriented. Problem resolution, time management, accuracy, and strong organizational/communication skills are critical functions of this position.


Key Responsibilities

• Support Society Awards officers with fulfillment of Awards Products and Honoraria associated with approved awards. Assist with resolving discrepancies and obtain additional approvals, as needed. Provide guidance on IEEE Accounting Policies.
• Provide support in ensuring the vetting of awards recipients with IEEE legal (escalate issues if needed) before award can be announced to ensure integrity of IEEE awards
• Fulfillment of Awards Honoraria and transactions following IEEE Accounting guidelines utilizing NextGen/APEX payment process and interface
• Entering appropriate award recipient recordkeeping in Siebel 
• The incumbent will work directly with multiple vendors on all presentation items, including dissemination directly to the recipient or at select conferences, while meeting required deadlines and metrics.
• Reconciliation of vendor invoices and inventory line items.
• Chapter subsidy processing for chapter programs and special projects/initiatives.
• Manage international transactions, including special Section/Chapter funding requests for India transactions.
• Assist with problem resolution as needed by ensuring all Accounting guidelines are followed with respect to all payments .
• Heavy daily interaction with volunteers,Finance,and various vendors.

Qualifications

Education

• Minimum H.S. diploma Req
• Associate's degree or equivalent experience Preferred
• Bachelor's degree or equivalent experience business or other related field Preferred

Work Experience

• 4-7 years equivalent and progressive work experience Req

Skills and Requirements

• Excellent interpersonal and organizational skills
• Strong communication skills as this position has constant interaction with volunteers, all levels of staff, and external vendors
• Ability to work independently and meet deadlines with minimal supervision is a must
• Effective time management and prioritization skills in order to manage multiple projects simultaneously
• Accuracy and attention to detail is must for this position
• Proficient in Microsoft Word, Excel, PowerPoint, Siebel, Oracle Applications is preferred, 
• Ability to understand policies and interpretation and application of rules

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, "Physical, Mental, and Work Environment Standards for IEEE Positions." 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.
===============================================
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.

Job : Administration

Primary Location : United States-New Jersey-Piscataway

:

Schedule : Full-time

Job Type : Regular

Job Posting : Feb 27, 2025, 2:23:09 PM