Temporary - Conference Operations Associate

IEEE•Piscataway, NJ

12d

About The Position

The Temporary Conference Operations Associate supports IEEE Conferences, Events & Experiences Conference Operations (CO) team by performing and managing operational duties. Work includes processing conference publication requests, content submissions, and customer service communications. The associate provides accurate information to internal and external customers in a timely manner, routes exceptions when appropriate, and may take on special projects. The role works with conference organizers, IEEE Organizational Unit leadership, staff, volunteers, and other interested parties to support adherence to IEEE policies and conference operations and publications standards. It has no direct reports. The associate works independently in a deadline-oriented environment and may recommend changes to department and IEEE procedures and processes.

Requirements

One to two years of relevant business experience.
Strong organizational and multitasking skills.
Proficiency with MS Office applications, including Word and Excel, Smartsheet, Oracle, Google applications, and data management.
Strong interpersonal skills and the ability to communicate clearly and work effectively with customers, vendors, IEEE volunteers, and staff at all levels.
Detail-oriented, independent yet team-oriented, self-starting, and proactive demeanor.
Ability to produce well-organized and visually compelling presentations.
Strong written and verbal communication, attention to detail, time management, and human relations skills.
Ability to handle large volumes of incoming correspondence and documentation and identify the best source of information for responses.
Ability to handle several distinct tasks serially and in parallel in a deadline-driven environment.
Ability to seek guidance from a supervisor and coworkers.
Technological savvy and willingness to seek technology solutions to business challenges.
Positive attitude and supportive, team-based approach to departmental goals.
Cultural awareness, judgment, and tact when interacting with employees and an international constituency of officers, volunteers, and partner associations and institutions.
Individuals currently serving on an IEEE board or committee are not eligible to apply.
The position is not budgeted for employer-sponsored immigration support for individuals in F (including CPT and OPT), J, H, L, or O status.

Nice To Haves

Bachelor's degree or equivalent experience preferred.
Conference and event planning experience preferred.

Responsibilities

Serve as the main point of contact for assigned publications, including reporting, issue resolution, and some responsibility for publication timing in IEEE Xplore.
Accept and review submitted forms and cataloging information, and receive conference content after conferences, including posting research.
Educate and assist conference organizers and others with electronic publishing requirements and content submission to IEEE Xplore.
Review submitted content for compliance with applicable laws, policies, and internal controls, and conduct content quality checks.
Respond accurately and promptly to customer communications, and route requests and projects to appropriate subject matter experts.
Recommend process and technology improvements for IEEE conference operations, and assist team members in maintaining consistent quality, accuracy, and compliance with departmental standards.
Serve as the primary point of contact for management of the communication database.
Conduct data audits.
Support CEE team activities, projects, and initiatives, including gathering data and researching conference inquiries and the conference customer experience.
Maintain portfolio-level awareness, understanding, and support based on assignment.