Temporary - Conference Administrative Coordinator

Job Summary

The overall purpose of this position is to provide customer service support for conference registration service clients. The incumbent is responsible for ensuring high quality client service for up to 40 separate conferences. The role typically reports to a supervisor and manages 0 direct reports. This position works under the direction of the departmental supervisor and provides recommendations on contract and processes.

Essential Functions:

Specific responsibilities include but are not limited to

• Client Management

• Manage and respond to client inquiries.

• Oversee creation of registration websites, including managing any vendors contracted to complete the actual build of the sites.

• Oversee Registration Event Supply inventory, order event supplies, as needed.

• Create event materials such as name badges.

• Administration of the self-service registration management activities including account creation, merchant account assignments, and ongoing maintenance to ensure data integrity and conformance to financial reporting requirements.

• Provide accurate Indirect Tax Invoicing for conferences.

• Participate in process optimization and efficiency efforts to include issue identification, innovation solutions, and overall program resolution.

• VISA letter processing.

• Escalate any sensitive issues and/or unusual requests to other relevant internal parties so that all parties are informed, and a coordinated response is communicated to the client.

• Registration Database Maintenance includes updating conference attendee information and inputting payments.

• Provides client with support for individualized approach to market, capture, and communicate with an event audience and allows them to effectively plan, organize and communicate with their attendees, speakers, exhibitors, etc.

• Communicate with clients on an on-going proactive basis to stay abreast of their issues and feedback. Respond to calls and emails from clients, and work with customers to fully understand, troubleshoot, and resolve their needs.

• Work with direct manager on possible cross-sale opportunities and partner with colleagues to close on the new business.

• Support the transition of new business opportunities by working by working with the client to negotiate guidelines, fees and reporting requirements and gather relevant client data.

• Event Applications Management and Support

• Own and manage the appropriate tools architecture to optimize functionality and ease of use for client use related to attendee management.

• Understand the business needs and effectively translate those needs to improve existing applications, leverage partner providers, and/or seek out new opportunities.

• Support marketing efforts including presentations, website, collateral materials.

• Become familiar with payment gateways and merchant accounts, including those that are in current use throughout the IEEE and any others identified by the candidate that may be of use in the future.

• Operations and Administration

• Champion and facilitate management and execution of all conferences and events.

• Responsible for service excellence, financial, and operational management.

• Quality assurance of registration websites, including adherence to IEEE web standards and best practices, and sensitivity to global audiences.

• Responsible for consistency in design, publishing, and documentation of online registration websites and processes.

• Client Management & Communications

• Act as the primary point of contact for assigned sponsored technical meetings or internal meetings/events as assigned.

• He/she must provide routine updates to their direct manager and keep them apprised of challenges, concerns or issues that could jeopardize workflow or adherence to policies or procedures.

• Work with associates in development and delivery of registration solutions for contracted events, including but not limited to, defining requirements, researching supplier networks, resource planning, managing the development and testing process, event launch, maintenance, and closing.

• Responsible for meeting budget goals as defined by IEEE Computer Society management.

• Provide updates on the current financial health of the registration program as requested by management.

• Event Management

• Manage, organize, and execute registration services for any conferences that contract with internal IEEE Computer Society registration services.

• Resolve required attendee refunds, payment issues, and general questions regarding registration payments.

• Provide information so budgets can be updated during all phases of meeting planning, implementation, and closing.

• Generate compliant closing reports for all conferences that use IEEE Computer Society internal registration services, responding to requests for additional data as needed and approved by IEEE Computer Society management.

• Collaborate with direct manager and internal IEEE audit team to provide detailed data from conference registration as needed.

• Special Projects

• Provide support and expertise relating to registration services, platforms, and issues across departments within the IEEE Computer Society.

Education and Experience:

• High School Graduate

Skills & Other Requirements:

• BA/BS degree in an editorial or publishing field is preferred.

• Hold in-depth knowledge of conference registration processes, preferably related to the Cvent registration platform. Skills & Other Requirements:

• Demonstrated ability to use emerging technologies to manufacture new products.

• Strong facility with PCs, word processing, spreadsheet, databases, and e-mail required.

• Some knowledge of HTML and common Web graphics formats required.

• Demonstrated high level of creativity and technical interest.

• Must have ability to handle multiple projects simultaneously and have experience in client management.

• Must have excellent written and oral communication skills.

• Ability to explain highly technical issues to non-technical production staff/vendors/authors.

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 Category I - office positions.

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

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Disclaimer: This job description 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.