Description
Job Summary The Central Services Senior 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. The person in this position performs projects and office management duties as needed.
This position coordinates the logistics for IEEE SA sponsorship of external events, including contracting and materials provision. This position manages the creation, warehousing, and reconciliation of SA giveaways, collateral, and event assets. This role coordinates with SAs financial and procurement processes by working with IEEE Accounting, and Legal.
This position also performs office duties as needed and serves as backup for supervisor and for associated CS functions.
This position works under direct supervision, but this role has authority to perform certain functions as needed. This role typically reports to a Manager and has 0 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 event assets by collaborating with SA Marketing and manufacturer
- Leads the creation of collateral 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 events as requested by manager, including virtual, in-person, and hybrid events
- Supports SA webinar program needs as requested by manager
- Assists with preparation of event programs as requested by manager
- Serves as backup for assigned Central Services team functions
- General Support
- Administers logistical aspects of SA adoption program as directed by manager
- Prepares agenda and meeting minutes as assigned by manager
- Takes notes and prepares documents, correspondence, charts, tables, graphs, etc., as needed
- Organizes and completes projects as assigned
- Must have to the ability to travel 10% of the time
Qualifications
Education
- Bachelors degree or equivalent experience Req
Work Experience
Skills and Requirements
- Demonstrated problem solving skills
- Ability to simultaneously handle multiple priorities
- Assumes personal responsibility for actions
- Demonstrates a high level of accuracy, even under pressure
- Excellent organizational skills
- Ability to work within tight timeframes and meet strict deadlines
- Ability to drive multiple projects to successful completion
- Demonstrated written communication skills
- Strong verbal communication and listening skills
- Possesses flexibility to work in a fast paced, dynamic environment
- Demonstrated time management and priority setting skills
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.
