The overall purpose of this position is to facilitate the business processes and associated finance with running and/or managing IEEE's conference business worldwide. The incumbent in this position works with conference organizers, various internal IEEE departments including Accounting, Treasury, Audit and Tax. The incumbent will also serve as an interface between the event organizer and OU leadership and other interested parties to ensure adherence to US and local laws as well as IEEE policies and various financial reporting standards.
The role reports to the Senior Manager Conference Finance and has no direct report. This position must be able to work independently in a deadline-oriented environment and is able to recommend changes in departmental and IEEE procedures/processes for management review and approval.
KEY RESPONSIBILITIES
Specific duties include but not limited to:
Conference Organizer and OU Operational Support
Creates and reviews event budgets and financial projections for accuracy and reasonability
Provides general business needs consultation and on-going coaching to conference organizers in selection of payment services, appropriate pricing of products
Develops and maintains relationships at the sponsor/OU-level, providing operations support and serving as a trusted partner in their pursuit of operational excellence
Identifies and recommends areas of operational improvement (e.g. where revenues or expenditures are not aligned with comparable conferences, etc.)
Compliance and Transaction Monitoring
Facilitates and monitors the submission/collection of all required forms and documents including insurance, signature cards, tax forms, COI, contracts, bank statements, invoices, etc.
Enters financial data into database and financial systems
Verifies sponsor’s approval of budgets/financials
Assists organizers with requesting incoming/outgoing payments
Reviews all payment request submissions with respect to applicable laws, policies, and internal controls
Prepare financial transfers (loans, wire transfers, check requests etc.) for the conference as needed.
Financial Reporting
Monitors and assists in reforecasting conference results at specific intervals throughout the life of the event
Aids conference organizers in the usage of financial tools, including but not limited to bookkeeping and banking
Reconciles each conference final surplus amount, revenues, expenses, and Balance Sheet items match to supporting source documents of bank statement, invoices, loan agreement, etc.
Reviews and ensures all conference financial data are accurately and timely recorded in all applicable IEEE financial tools including ICX, Coupa, Concur, Smartsheet, PPM, NGBC, and Oracle Financials.
Resolves all identified differences with conference treasurer / chair and all levels within IEEE organization including CEE, Treasury
EDUCATION AND EXPERIENCE
Bachelor's degree or equivalent experience: Accounting, Finance or Business Administration
Less than 2 years: financial or equivalent business experiences
SKILLS AND OTHER REQUIREMENTS
Excellent organizational skills, ability to manage several projects simultaneously
Some exposure to budgets, forecasts and actuals is preferred
Attention to detail and excellent communication and interpersonal skills are crucial for providing business and accounting support to volunteers
Ability to work independently with many potential interruptions
Good analytic and problem solving skills, able to manipulate large quantity of financial data, identify with proposed steps necessary to resolve problems
Proficiency in Excel, Word, Gmail, databases, and some exposure to Oracle or other financial ERP system
Must be a technologically savvy knowledge worker who seeks out new solutions to business challenges
Ability to influence conference organizers to make appropriate decisions (IEEE Policy, industry standards, budget, etc.)
Collaboration is essential – this position requires frequent interaction with cross-functional and solution-oriented teams
