Temporary Administrative Support
About The Position
This position is located within IEEE Signal Processing Society (SPS) to provide full-time administrative support, working up to 40 hours per week, for various programs including SPS Education and multiple database clean-up efforts, i.e., SPS Resource Center, SPS SigPort, and support reporting efforts for HubSpot, address GDPR reporting, and assist in contact duplication management. General responsibilities (32 hours per week): Specific responsibilities include, but are not limited to: - Assisting the Education Manager in preparing material for SPS Education courses, webinars, podcasts, presenter correspondence, certificates of participation, and CEU requests. - Providing back-up support during live sessions for SPS Education courses. - Collecting customer feedback provided in course evaluations and providing reports on that data as needed. - Assisting with the review of marketing messages to ensure accuracy. - Assisting with the creation and distribution of email campaigns. - Making annual updates to organizational documents pertaining to Webinar training, managing conference-education partnership meeting materials, brochures, and program process documentation. - Assisting in updating SPS program web pages as needed. - Assisting in the development of the SPS Education Center and catalog creation. - Assisting in the support and planning of SPS ongoing update to the Education Center. - Assisting in the support of SPS Pre-University STEM Education Program. - Assisting in the support of travel reimbursements and honorarium requests. IEEE SPS Data Operations Support Needs (approximately 8 hours per week) · List Formatting & Import o Format spreadsheets for HubSpot import (standardize fields, remove errors) o Validate contacts against existing database o Upload cleaned lists to HubSpot and confirm successful imports · GDPR Requests – Right to be Forgotten o Monitor incoming GDPR deletion requests o Check if the contact exists in HubSpot o Mark completion in the request form o Delete contact records when applicable · Contact Duplicate Management o Review HubSpot’s duplicate contact alerts o Verify if flagged contacts are true duplicates o Merge duplicates while preserving key data
Requirements
- Bachelor’s degree in communications, marketing, management, education, or related field.
- 4-6 years progressively responsible experience in an office environment
- High proficiency in either or both the Microsoft Office Suite or Google Application Suite, particularly proficient in spreadsheet.
- High proficiency with web conference applications like Zoom and WebEx; experience with additional learning platforms a plus.
- Excellent organizational and time management skills, including a demonstrated ability to perform tasks with limited direct supervision and independently solve problems.
- Strong interpersonal skills and the ability to effectively communicate with a wide range of individuals and groups from diverse settings and locations.
- Mature, detail-oriented, able to work well under deadline pressure, and work independently as well as with a team.
- Strong oral and written communication skills.
- Attention to detail and deadlines
- Superior customer service orientation.
- The individual shall work up to 40 hours per week.
- Individual should be located in the Piscataway, New Jersey area and can attend in-person meetings in the Piscataway, New Jersey office.
Nice To Haves
- Project Management training and/or certification highly desirable.
- Experience with contract administration a plus.
- Presentation and public speaking skills are desirable for this position.
- Proficient in use of SmartSheets or OpenWater platform a plus.
Responsibilities
- Assisting the Education Manager in preparing material for SPS Education courses, webinars, podcasts, presenter correspondence, certificates of participation, and CEU requests.
- Providing back-up support during live sessions for SPS Education courses.
- Collecting customer feedback provided in course evaluations and providing reports on that data as needed.
- Assisting with the review of marketing messages to ensure accuracy.
- Assisting with the creation and distribution of email campaigns.
- Making annual updates to organizational documents pertaining to Webinar training, managing conference-education partnership meeting materials, brochures, and program process documentation.
- Assisting in updating SPS program web pages as needed.
- Assisting in the development of the SPS Education Center and catalog creation.
- Assisting in the support and planning of SPS ongoing update to the Education Center.
- Assisting in the support of SPS Pre-University STEM Education Program.
- Assisting in the support of travel reimbursements and honorarium requests.
- Format spreadsheets for HubSpot import (standardize fields, remove errors)
- Validate contacts against existing database
- Upload cleaned lists to HubSpot and confirm successful imports
- Monitor incoming GDPR deletion requests
- Check if the contact exists in HubSpot
- Mark completion in the request form
- Delete contact records when applicable
- Review HubSpot’s duplicate contact alerts
- Verify if flagged contacts are true duplicates
- Merge duplicates while preserving key data
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Number of Employees
1,001-5,000 employees
