Conference Finance Analyst (E5857)

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 CEE Finance and has no direct reports. 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 Conference Organizer and OU Operational Support• Creates and reviews event budgets and financial projections for accuracy and reasonableness• 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, and Oracle Financials. • Resolves all identified differences with conference treasurer / chair and all levels within IEEE organization including CEE, Treasury, Controllers, Tax, Audit, TA, MGA, and other IEEE OUs. Additional Responsibilities Other Responsibilities may include but limited to: • Assists senior manager in preparing periodic management reporting and analysis on overall IEEE conference line of operations • Assists in developing and updating CEE policies and procedures • Assists in training newly hired conference finance team members • Works on ad-hoc financial reporting, projects, and analysis as delegated by direct manager and senior leaders. 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 CEE Finance and has no direct reports. 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 Conference Organizer and OU Operational Support• Creates and reviews event budgets and financial projections for accuracy and reasonableness• 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, and Oracle Financials. • Resolves all identified differences with conference treasurer / chair and all levels within IEEE organization including CEE, Treasury, Controllers, Tax, Audit, TA, MGA, and other IEEE OUs. Additional Responsibilities Other Responsibilities may include but limited to: • Assists senior manager in preparing periodic management reporting and analysis on overall IEEE conference line of operations • Assists in developing and updating CEE policies and procedures • Assists in training newly hired conference finance team members • Works on ad-hoc financial reporting, projects, and analysis as delegated by direct manager and senior leaders. Education Bachelor's degree or equivalent experience Accounting, Finance or Business Administration Req Work Experience 2-4 years Financial or equivalent business experiences Req Skills and Requirements • Intermediate portfolio-level awareness and understanding • 1- 3 years of experience working with budget, forecast, and actuals • Some knowledge of accounting concepts • Excellent organizational skills and ability to manage several projects simultaneously• Attention to detail and excellent communication and interpersonal skills are crucial for providing business and accounting support to volunteers• Ability to work independently with minimal supervision and many potential interruptions• Strong analytic and problem solving skills to manipulate large quantity of financial data, identify steps necessary to resolve problems and to execute• Must be a technologically savvy knowledge worker who seeks out new solutions to business challenges. 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, ADA Requirements. This position is classified under . All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. =============================================== 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. Education Bachelor's degree or equivalent experience Accounting, Finance or Business Administration Req Work Experience 2-4 years Financial or equivalent business experiences Req Skills and Requirements • Intermediate portfolio-level awareness and understanding • 1- 3 years of experience working with budget, forecast, and actuals • Some knowledge of accounting concepts • Excellent organizational skills and ability to manage several projects simultaneously• Attention to detail and excellent communication and interpersonal skills are crucial for providing business and accounting support to volunteers• Ability to work independently with minimal supervision and many potential interruptions• Strong analytic and problem solving skills to manipulate large quantity of financial data, identify steps necessary to resolve problems and to execute• Must be a technologically savvy knowledge worker who seeks out new solutions to business challenges. 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, ADA Requirements. This position is classified under . All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. =============================================== 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.

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