Associate Analyst Conference Finance at Institute of Electrical and Electronics Engineers, Inc. in Piscataway, New Jersey

Job Description:

JOB SUMMARY

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