Administrator- Temporary

IEEE•United States, New Jersey, NJ

About The Position

This is a temporary administrator position with specific duties including fulfilling awards products and honoraria, vetting award recipients, maintaining award logs, updating member records, managing vendor relations for timely delivery of plaques and certificates, reconciling vendor invoices, gathering accounting data, processing chapter subsidies, and providing backup support for system access and privileges. The role involves heavy daily interaction with volunteers, staff, and vendors, requiring strong communication and problem-solving skills. The incumbent will also be responsible for handling confidential information and must be proficient in various software applications and knowledgeable about IEEE policies and accounting guidelines.

Requirements

College Degree Preferred or equivalent 3-6 business years experience.
Excellent interpersonal and organizational skills.
Strong communication skills as this position has constant interaction with volunteer leadership, all levels of staff, and external vendors.
Accuracy and attention to detail is a must for this position.
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.
Demonstrated analytical and problem solving skills.
Accountable for handling confidential and sensitive material (i.e. tax forms, personal information, results from vetting process) so incumbent must be discreet and trustworthy.
Proficient in Microsoft Word, Excel, PowerPoint, Siebel, Oracle Applications, OU Analytics/Tableau Statistical Dashboards and AdHoc reporting.
Excellent understanding of IEEE Policies, Accounting Guidelines, Awards Approvals, and interpretation and application of rules.

Responsibilities

Fulfill Awards Products and Honoraria of approved awards.
Assist with resolving discrepancies and obtain approvals, as needed.
Vetting of all awards recipients and select officers with IEEE Legal.
Maintain internal S/C awards log of recipients to manage and address processing questions and maintain internal metrics.
Update member/customer records of awards recipients.
Meet tight presentation deadlines for plaques and certificates, as needed; work with vendor and shipping depts to ensure timely delivery.
Reconcile vendor invoices and submit for processing.
Inventory items.
Gather relevant Accounting data from various sources (GL a/c’s, HOP numbers, Chapter Geocode assignments).
Fulfill S/C Concentration Banking requests for Chapters payments and initiatives.
Process chapter subsidies for seed money for special projects and fund initiatives.
Heavy daily interaction with volunteers, staff, and various vendors.
Assist with problem resolution.
Backup support for Provisioning NextGen Access.
SPO Maintenance Ongoing Support and Address Access Privileges changes as Needed.
Meet compliance requirements.
Reconcile invoices for submission for payment.