Job Summary
As a member of Financial Services Department the Administrative Assistant provides administrative and financial operations support to the Financial Services department such as check printing and distribution, monthly expense forecasts and annual budgets.
He or she also provides support service for the IEEE Concentration Banking Program by providing outstanding customer service to IEEE Volunteers in researching and responding to questions and inquiries regarding opening accounts, processes and procedures related to the Program in general.
Key Responsibilities

• Provide administrative support for Concentration Banking Program including but not limited to check sorting, statement preparation and mailing, processing signer changes, account opening letters, supply order and distribution, and Oracle Treasury setup and maintenance.
• Responsible for all departmental administrative workflows, including: telephone support, distribution of all correspondence and reports, audit and investment confirmations, and maintenance of office supplies inventory and equipment.
• Provide Financial Operations support in the preparation of annual operating and capital expenditure budgets; monthly forecast process, coordination of the department's invoice approval policy; monitoring of all maintenance and service contracts; maintenance and tracking of all open purchase orders; on-line requisitioning, PC lease review and ordering, PCard approvals.
• Assist in check printing and mailing of checks, including processing void check requests from Accounts Payable.
• AT&T calling card program; responsible for coordinating new account setups, maintenance of active participants and cancellations.
• H.R. Liaison: dissemination of all HR policies; New Employee process (desk, telephone, computer, etc.); maintenance of staffing and equipment plan, (i.e. furniture, personal computer, fax / modem, etc.).
• Assist in administration of Conference Insurance process, including but not limited to the timely preparation of acknowledgement letters and responses to Conference Volunteer inquiries, coordination with IEEE’s insurance broker for certificates of insurance, and maintenance of the IEEE Conference Insurance database.
• Assist in support and planning for various IEEE Committee Meetings.
• Assist in support of Financial Services website creation and maintenance.

QualificationsEducation

• H.S. diploma Req
• Bachelor's degree or equivalent experience Business or Finance, or equivalent professional experience. Pref

Work Experience

• 2-4 years experience in Customer Service environment. Pref
• 2-4 years office environment providing administrative support. Pref
• Very organized and possess strong analytical skills with a focus on accuracy and timeliness. Req
• Attention to detail and a focus on meeting deadlines and metrics. Req

Skills and Requirements

• Technology Skill Set. He or she must be a technologically savvy knowledge worker who seeks out technology solutions to business challenges. Specific technology knowledge and experience needed to produce the desired outcomes include the following: Excel, Word, Visio, Web content management, Oracle experience a plus.
• Spoken skills. Must possess strong and effective verbal communication skills, and be able to articulate processes and procedures related to Treasury and banking services to Volunteers and internal staff members.
• Presentation skills/size of audiences. Must be able to speak in front of an audience of up to 25 with excellent communication skills.
• Writing skills. Must possess strong written communication skills in order to communicate with Volunteer Treasurers and internal staff via email regarding Treasury and banking services.
• Reading skills. Excellent
• Foreign language skills. Business fluency in a foreign language, especially Mandarin Chinese, French, Spanish, or Hindi will be helpful, but is not required.
• Daily interaction with IEEE Volunteers requires a high level of customer service skills.
• Principal external contacts are with banking executives and bank support personnel. This is on a daily basis and requires tact and diplomacy to maintain good relations with multiple banks, even though they may be used infrequently.
• Must be able to actively attain results without having direct authority over people.
• Must be able to present and discuss Treasury products and services to IEEE Staff and Volunteers.
• Types of problems: Banking problems involving timing of payments and/or receipts, reporting requirements for the IEEE Concentration Banking Program, Customer service issues related to IEEE Volunteers and banking partners and working with internal departments on daily processing as well as project and strategic planning issues.
• Resources available: Standard instructions, established procedures, policies and objectives and supervisory assistance/ guidance.
• Supervised by Treasury Supervisor on a level that allows the position to make most decisions based on their best judgment and experience.

Other Requirements:
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 is proprietary to IEEE. It 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.

Job: Finance

Primary Location: United States-New Jersey-Piscataway

Schedule: Full-time

Job Type: Regular

Job Posting: Apr 26, 2024, 5:25:57 PM