What are the responsibilities and job description for the Business Operations and Central Services Coordinator (N0644) position at IEEE Corporate?
Job Summary
The Business Operations/ Central Services Coordinator position provides cohesive support and coordinates centralized services to the IEEE SA staff team. This individual provides project support to cross-functional/interdepartmental teams as assigned, as well as performs projects and office management duties as needed, including, but not limited to external sponsor coordination, warehouse inventory management, certain finance-related tasks to support the Senior Director of Finance Business Operations and general support as detailed.
This position coordinates the logistics for IEEE SA sponsorship of external events, including contracting and materials provision, while also managing the creation, warehousing, and reconciliation of SA giveaways, collateral, and event assets.
This role coordinates with SA's financial and procurement processes by working with IEEE Accounting, and Legal and collaborates with OPM and Tax to coordinates creation of VAT invoices for overseas WG meetings. The incumbent will also assist in the SA Budget, Forecast and Contract related tasks in supporting each business area.
The Business Operations/ Central Services Coordinator also performs office duties as needed and serves as backup for associated CS functions.
The incumbent will work under the direct supervision of the Manager, IEEE SA Central Services, but has authority to perform certain functions as needed. This position has no direct reports.
Key Responsibilities
External Sponsorship Coordination
- Coordinates sponsorship logistical activities for IEEE SA’s participation at external events
- Coordinates with vendors, exhibit houses, SA Finance, SA Marketing, and IEEE Legal to ensure external sponsorship contracts are executed within time-sensitive deadlines
- Coordinates with SA event program lead and SA Finance to arrange external event sponsorship payments
- Guarantees that digital assets (pdfs, jpgs, etc.) are delivered to sponsored events in a timely manner
- Ensures that physical giveaways and event assets are delivered to sponsored events in a timely manner
- Leads tracking of materials returned from external events for future use
Warehouse and Inventory Management
- Coordinates the relationship with SA’s fulfillment vendor
- Monitors fulfillment vendor’s inventory reports, reconciles with SA records to ensure accuracy, and follows up with vendor to address any gaps
- Notifies and follows up with fulfillment vendor on incoming items
- Leads the creation of collateral and event assets by collaborating with SA Marketing and manufacturer
- Tracks SA giveaways and event assets to ensure that there are no gaps in delivery and stock of materials for multiple overlapping SA and non-SA events
- Ensures that SA giveaways and event assets are readily available in fulfillment warehouse and inform manager of low-stock inventory
Central Services Support
- Leads SA Lunch & Learn program
- Supports SA webinar program needs and events as requested by manager, including virtual, in-person, and hybrid events
- Assists with preparation of event programs as requested by manager
- Serves as backup for assigned Central Services team functions
FBO Support
- Serves as FinCom Administrator, directed by Director of FBO
- Prepares agenda and meeting minutes as assigned by manager
- Takes notes and prepares documents, correspondence, charts, tables, graphs, etc., as needed
- Collaborates with OPM and Tax to coordinates creation of VAT invoices for overseas WG meetings
- Coordinate with Standards Development Team on their Working Group Next Gen Bank Accounts to reconcile with Treasury and Finance on these working group expense reports through the Concur T&E system
- Support the FBO staff and senior director along with the business finance solutions team on preparing, running and assisting in analysis over both the SA Budget and Forecast reports that are created from the finance system on a monthly, quarterly and annual timeline.
- Assist with reviewing open PO reports at year-end, collaborate on vendor adds process, and support FBO Contract Team, as needed
General Support
- Organizes and completes projects as assigned
Travel Information
- 10% Domestic and International • Must have to the ability to travel 10% of the time
Qualifications
- Bachelor's degree or equivalent experience Finance, Business and/or Marketing Pref
- 2-4 years Req
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, ADA Requirements. This position is classified under Category I - Office Positions.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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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.
Salary : $27 - $34
