Technical Community Activities Operations Associate

Position: Technical Community Activities Operations Associate

Location: Los Alamitos, CA 90720

Duration: 6 Months Contract

Hybrid Schedule (3 days on site, 2 days remote)

Job Summary

• The overall purpose of this position is to assist in facilitating the business processes associated with Computer Society's Technical Communities Programs and Activities. This includes, but is not limited to, assisting in managing contracts, vendors and invoicing for Computer Society TC Activities business operation, managing a portfolio of administrative-heavy TC activities, maintaining tracking and databases of the TC Programs and Activities Department. The incumbent in this position works with Computer Society management, TCs and volunteer organizers, and other interested parties to ensure adherence to US and local laws as well as policies and various financial reporting standards, and contracts.
• The role typically reports to the Associate Director of TC Programs and Activities. The incumbent functions as an individual contributor and work is reviewed upon completion. This position must be able to function with minimal supervision, in a deadline-oriented environment, and is able to recommend changes in departmental and Computer Society procedures/processes for management review and approval. They will work with subject matter experts within the organization to create and present customer-centric improvements. They will nurture and expand relationships to influence strategically important outcomes.

Key Responsibilities

• Assist in managing contracts for new and returning TC Programs and Activities business operations
• Assist in the contracting and payment process for 3rd party vendors
• Report on financial status of TC Programs and Activities, including YTD, year to year, and future modeling.
• Manage the customer invoicing and tracking process
• Create final reports for programs and activities so that they can close in a timely manner
• Assist with data entry into team Smartsheet database
• Reviews application submissions to ensure compliance with established quality-related metrics.
• Ensures processing of all applications and payment of required fees for specific portfolio
• Works directly with the TC Activities Team and Computer Society Conference Activities Committee (CAC) to provide support for incoming applications
• Implements efficiencies approved by CAC within the overall workflow
• Review all new conference applications and work with CAC and TC Programs and Activities leadership to identify the appropriate technical committee for endorsement
• For new programs and activities, work with the appropriate committee and internal staff to complete and approve the budget; ensure compliance with all policies governing all financially sponsored activities including sponsorship, banking, contracts, etc.
• Track Commission and Points received by TC Programs and Activities Department
• Provide feedback from TC Programs and Activities organizers on services offered, working towards improvements in services

Qualifications

Education:

• Bachelor's degree or equivalent experience

Work Experience:

• 3-5 years
• Must project a knowledgeable, confident and professional demeanor to staff, vendors/industry contacts and to volunteers, and be accepted as a reliable and go-to source of expertise
• Write reports, correspondence and memoranda, as well as prepare PowerPoint presentations
• Strong analytic and communication skills
• Must have demonstrated organizational skills and the ability to work independently
• If travelling internationally unexpired passport required
• Command of various Microsoft Office Suite software applications, especially Word, Excel and PowerPoint
• Email capability, preferably in Google applications

Skills and Requirements:

• Excellent organizational skills and the ability to manage multiple projects and deadlines
• Self-starters, ability to work with minimal supervision, many interruptions, independently identify tasks & carry them out
• Working knowledge of computers & software, Microsoft Office, e-mail and experience in maintaining a relational database
• Proficiency working with an electronic sourcing and registration tool a plus (Cvent)
• Ability to understand new technology and have the vision to integrate technologies into existing processes and systems
• Intermediate to advanced knowledge in Windows, Excel, word processing, spreadsheets, PowerPoint, database
• Ability to read and interpret correspondence (as stated in Writing skills) from volunteers and members as well as staff
• Requires heavy interaction and necessary diplomacy with diverse staff and volunteer basis, including stakeholders in many departments, must have excellent communication skills and command of the English language
• The ability to work with people of varying levels of management and from a variety of cultures
• Excellent written communication is required. This position has a lot of correspondence with volunteers and other members. Must have the ability to write clearly, constructively and articulately.
• Account/Portfolio Management experience preferred
• Association event planning experience preferred, but not required
• Must be committed to working both independently and as a team player
• Ability to relate well with others, build relationships and constructively interact with a variety of employees, volunteers and vendors
• Reliable and positive team player
• Great attention to detail, thorough and accurate work and deliverables