The overall purpose of this position is to lead and manage the reporting process for IEEE's Conferences Finance portfolio and to deliver a best-in-class user experience for our internal and external customers (staff and volunteers) related to financial, audit, compliance and tax reporting.
The incumbent in this position is primarily responsible for the effective management and integrity of financial reporting and analysis for the IEEE conference business which includes but is not limited to budgets, income statements, balance sheet position, bank account compliance, reserves and controls over assets such as signature authority, tax reporting (1099/1042, indirect tax) and non-financial compliance matters such as COIs and audit processes over conferences.
The position works under minimal supervision and manages the end-to-end process of the financial reporting process that spans several hundred annual financial sponsored conferences and events including thousands of conference organizers across all ten IEEE regions.
The incumbent collaborates and establishes open lines of communication with all levels within the organization (CEE, Treasury, Controllers, Tax, Audit, TA, MGA, and other IEEE OUs) and works closely with upper management to maintain consistent best practices.
The role reports to the Director Conference Finance and manages 1 to 4 direct reports. In addition, the role has direct line of responsibility to Senior Director, Business Finance Solutions, Technical Activities Societies/Councils.
KEY RESPONSIBILITIES
Specific duties include but not limited to:
Oversees, provides guidance and support to direct report(s) with daily end-to-end operation process of all IEEE financial sponsored conference events for Societies and 10 regions’ geographic units.
Reviews and ensures all conference financial data are accurately and timely recorded in all key IEEE financial tools including ICX, Coupa, Concur, Smartsheet, PPM, NGBC, and Oracle Financials.
Reconciles consolidated conference revenues and expenses between databases and G/L including ICX, Smartsheet, PPM, NGBC, Oracle Financial.
Creates and implements standard work templates, checklist, file organizations for consistent practice across the analysts.
Manages Compliance Documents review and approval processes for IEEE conferences and assists in developing & maintaining the systems that the compliance documents are stored in.
Serves as the Financial Tool Administrator for 600+ financial sponsored conference organizers to ensure proper system access and trainings are provided throughout the year by creating training materials for treasurers available in print, video, and in live training sessions.
Maintains up-to-date Conference financial forecast to ensure the accuracy of the financials reported by MCE and TA and assists BFS Team for TA in reporting conference financial activity for Societies.
Coordinates and provides conferences financial data and reports to support IEEE financial year end close reporting, external audit review, and tax reporting requirements.
Ensures financial reporting structure and controls are in place, compliant, and meets all legal internal and external requirements and approved by both internal and external audit reviews.
Prepares various financial reports and analysis as requested by senior leadership to facilitate Management Leadership decision making and external results communication during Audit Committee and Board of Directors annual meetings.
Creates strong partnerships with cross-functional stakeholders, including CEE, Controllers, Audit, Tax, Treasury, IT, and BFS teams for TA, MGA and Standards. By understanding their business needs, any issues or data gaps arise are addressed timely and handled appropriately.
Anticipates and identifies business issues and emerging needs for Senior Director and utilize appropriate action plans to improve processes and volunteer satisfaction.
Continues to improve and streamline processes, reports, systems to achieve efficiencies and qualities through collaboration with financial system, IT, and other business teams. Rolls out all enhanced changes through project management to 600+ financial sponsored conferences and provide applicable trainings.
Participates in strategic projects and supports ad-hoc requests as determined by Senior Director, Volunteers and or Staff Leadership as needed.
Acts as liaison between conference volunteers and IEEE departments as needed for assigned projects.
Develops and updates relevant conference policies and procedures.
Trains and mentors staffs to enhance their skills and further develop their career, assess performance through informal feedback.
EDUCATION AND EXPERIENCE
Bachelor’s degree: in Accounting, Finance, Business Administration, related field or equivalent experience
10+ years of financial work experience
SKILLS AND OTHER REQUIREMENTS
Expertise in Oracle ERP for Conferences
Ability to manage the work of others and to collaborate professionally and respectfully
Successful record of increasing efficiency, accuracy, and financial visibility by creating, streamlining and improving processes, systems, and reports
Ability to provide senior executives and staff members with critical data and reports to enhance strategic planning, forecasting, and analytical functions
Strong analytical skills and problem-solving capabilities
Strong communication and interpersonal skills
Must be able to work well with various levels of staff and volunteers including IEEE senior management and volunteer leadership
Ability to undertake complex financial analyses including budgeting, trend analysis, forecasting, algorithms and financial modeling
Ability to understand the larger picture, within the context of the operating unit and at the IEEE level
Strong technical and financial knowledge, including understanding of accounting and internal control
Understands and practices sound fiscal principles
Proficiency in Excel, Word, PowerPoint, Oracle Financial, and other ERP systems
Detailed and results oriented. Must be able to monitor and check work for accuracy; Must be able to develops procedures and ensures that work is done thoroughly and correctly
Understands and utilizes financial data and information to make sound recommendations that promote decision making, cost effectiveness and profitability by understanding the need for dashboards, metrics and business drivers that lead to business decision making with management
Must possess strong project management skills and the ability to create relationships and strategic partnerships across the IEEE
