Conference Contracts Administrator (E5745) - 240017 : KNW-A10

　　Description

　　Job Summary

　　The overall purpose of this job is to provide a superior level of service to IEEE member-volunteers and/or internal staff to establish a consistent level of quality, accuracy and compliance in accordance to departmental and industry standards.

　　Specifically, this role requires an understanding of business objectives and the ability to engage internal customers, functional specialists and other stakeholders whose support is critical for successful contracting initiatives. The incumbent in this position will be assigned to various projects as a team-member and, act independently for some smaller projects. The incumbent works with the Contracting team, as well as customers including volunteers and staff to assist with planning and execution of IEEE meetings, conferences and events. The incumbent will also collaborate on various assignments across multiple teams.

　　This role functions as part of an extended conference services team, interacting with any function or capability contributing to a client event, finance, and business operations. Will achieve a reasonable level of understanding of IEEE's major business areas in order to communicate effectively with management staff, clients, and vendors and provide relevant advice.

　　The role reports to the Manager, Event Sourcing & Contracting and functions as an individual contributor. This position works with the ability to judge workload and balance priorities to consistently meet deadlines on assigned tasks/projects in an efficient manner and perform essential functions and reach desired outcomes with moderate supervision based on need and focus of end results. The role requires consistent, ongoing communication with multiple parties, anticipating and documenting team needs, project timelines and deliverables.

　　Key Responsibilities

　　Respond to inquiries in a highly professional, organized, and expedited manner Schedule meetings, and conference calls when needed Support specialists and others within the Business Operations team with contracting and finance related tasks Assignments/projects to include preparation of team and process related documents Assist with tasks related to contracting and payment processing Administer the Supplier Add process for the contracting team as well as volunteers Produce accurate, properly formatted departmental documents and reports under sometimes tight time constraints Prepares and disseminates information regarding contract status, compliance, modifications, etc. Work with team to monitor group mailbox and respond to team inquiries in a timely manner Initiate, draft, review and negotiate contracts when needed Provide backup support to other administrative professionals, as well as other departments within MCE, as needed

　　Qualifications

　　Education Bachelor's degree or equivalent experience Req

　　Work Experience Less than 2 years At least 2 years experience Req Administrative, Event Planning and Contracting and Sourcing experience Pref

　　Licenses and Certifications Professional Event Planning and SMM Certifications Pref

　　Skills and Requirements Excellent communication skills (verbal/written), time and project management skills, dedication to detail and the ability to work under pressure in a deadline driven environment Ability to work under pressure in a deadline driven team environment Must be technologically savvy, and display a willingness to seek out technology solutions to business challenges Comprehensive understanding of financial concepts relating to contractual arrangements Excellent organization, planning, multi-tasking and time management skills a must Proficiency in MS Office applications (Word, Excel), and electronic mail applications. Positive attitude and a supportive, team-based approach towards the attainment of departmental goals Requires the ability to deal with difficult people and successfully meet objectives Strong ability in problem solving/conflict resolution utilizing critical and strategic thinking skills for turnaround to positive outcomes to meet objectives Exhibits good judgment and decision making on how to react to differing situations Must have the ability to represent the IEEE in a professional manner

　　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 ' '.

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　　'IEEE is an EEO/AAP Employer/Protected Veteran/Disabled

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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. '

　　Job : Administration

　　Primary Location : United States-New Jersey-Piscataway

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　　Schedule : Full-time

　　Job Type : Regular

　　Job Posting : Jan 23, 2024, 8:37:01 AM

　　Req ID: 240017