Temporary Conference Administrator

Job Summary

The overall purpose of this position is to support the Signal Processing Society conference business. The incumbent in this position is primarily responsible for assisting the volunteer organizers in the conference timeline from proposal to completion. They will also assist with some light copywriting, contact list formatting, and data entry for society marketing.

Key Responsibilities

• Maintain conference task tracking sheet and follow up for items as needed;
• Maintain conference data collection sheet and follow up for data from conference organizers as needed;
• Affiliate with intake, management, and communication of the review workflow and process of all conference sponsorship requests through to completion;
• Affiliate with investigations of issues with conferences, and follow-up to ensure resolution;
• Ensure timely updates of key conference indicators;
• Affiliate with logistics for conferences, upon request;
• Update and maintain the conference calendar of important dates and updates to the conference web pages;
• Occasionally affiliate with light copywriting and editing for web pages and email campaigns;
• Regularly affiliate with contact list formatting and data entry, upon request.

Support for Conference Organizers

• Affiliate with volunteer organizers to ensure that all IEEE and Society administrative requirements are complete and executed promptly, including but limited to:
• Request and affiliate in the development of preliminary, amended, and final budgets;
• Review proposals, provide feedback, and communicate final decision;
• Submission of contract review and work with leadership to address comments and facilitate the approval process;
• Secure interim and post-event status reports and data from conference organizers;
• Monthly review of conferences to ensure appropriate milestones and deadlines are adhered to;
• Review Registration Forms and websites to ensure that information is accurate and current;
• Affiliate with Call For Papers and other promotional/marketing preparation.

Requirements

• Advanced customer service, organizational, and administrative skills with the ability to handle multiple projects and deadlines;
• Ability to work independently and take initiative to solve problems;
• Good oral and written communication skills;
• Proficiency in MS Office applications (Word, Excel) and Google Suite (Gmail, Drive, Docs, Sheets);
• Proficiency in HubSpot, a plus;
• Experience with marketing or business writing, a plus.

Knowledge and Skills

• Knowledge of basic budgeting is highly desirable;
• Although this is not a conference planning job, having such skills and experience would be useful.