Conference Finance Analyst

IEEE•Piscataway, NJ

About The Position

The overall purpose of this position is to facilitate the business processes and associated finance with running and/or managing IEEE's conference business worldwide. The incumbent in this position works with conference organizers, various internal IEEE departments including Accounting, Treasury, Audit and Tax. The incumbent will also serve as an interface between the event organizer and OU leadership and other interested parties to ensure adherence to US and local laws as well as IEEE policies and various financial reporting standards. The role reports to the Senior Manager Conference Finance and has no direct reports. This position must be able to work independently in a deadline-oriented environment and is able to recommend changes in departmental and IEEE procedures/processes for management review and approval.

Requirements

Bachelor's degree or equivalent experience Accounting, Finance or Business Administration Req
2-4 years Financial or equivalent business experiences Req
Intermediate portfolio-level awareness and understanding
1- 3 years of experience working with budget, forecast, and actuals
Some knowledge of accounting concepts
Excellent organizational skills and ability to manage several projects simultaneously
Attention to detail and excellent communication and interpersonal skills are crucial for providing business and accounting support to volunteers
Ability to work independently with minimal supervision and many potential interruptions
Strong analytic and problem solving skills to manipulate large quantity of financial data, identify steps necessary to resolve problems and to execute
Must be a technologically savvy knowledge worker who seeks out new solutions to business challenges.
As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply.
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.

Responsibilities

Creates and reviews event budgets and financial projections for accuracy and reasonableness
Provides general business needs consultation and on-going coaching to conference organizers in selection of payment services, appropriate pricing of products
Develops and maintains relationships at the sponsor/OU-level, providing operations support and serving as a trusted partner in their pursuit of operational excellence
Identifies and recommends areas of operational improvement (e.g. where revenues or expenditures are not aligned with comparable conferences, etc.)
Facilitates and monitors the submission/collection of all required forms and documents including insurance, signature cards, tax forms, COI, contracts, bank statements, invoices, etc.
Enters financial data into database and financial systems
Verifies sponsor’s approval of budgets/financials
Assists organizers with requesting incoming/outgoing payments
Reviews all payment request submissions with respect to applicable laws, policies, and internal controls
Prepare financial transfers (loans, wire transfers, check requests etc.) for the conference as needed
Monitors and assists in reforecasting conference results at specific intervals throughout the life of the event
Aids conference organizers in the usage of financial tools, including but not limited to bookkeeping and banking
Reconciles each conference final surplus amount, revenues, expenses, and Balance Sheet items match to supporting source documents of bank statement, invoices, loan agreement, etc.
Reviews and ensures all conference financial data are accurately and timely recorded in all applicable IEEE financial tools including ICX, Coupa, Concur, Smartsheet, PPM, and Oracle Financials.
Resolves all identified differences with conference treasurer / chair and all levels within IEEE organization including CEE, Treasury, Controllers, Tax, Audit, TA, MGA, and other IEEE OUs.
Leverage AI tools incorporate into daily job functions, enhancing total efficiency by reducing manual tasks, optimizing time management, and improving reporting accuracy.
Assists senior manager in preparing periodic management reporting and analysis on overall IEEE conference line of operations
Assists in developing and updating CEE policies and procedures
Assists in training newly hired conference finance team members
Works on ad-hoc financial reporting, projects, and analysis as delegated by direct manager and senior leaders.