Conference Coordinator - Higher Ed. jobs in New Brunswick, NJ

Job Summary
The Conference Portfolio Manager at EMBS is the organizational cornerstone for the strategic planning, execution, and post-event assessment of all EMBS conferences and events. This individual ensures the conference portfolio aligns with EMBS's overarching strategic objectives, establishing a seamless and efficient workflow that delivers high-value experiences for participants.

The Conference Portfolio Manager will have one direct report, the Conference Planner, and will collaborate closely with the Society Operations Manager. Regular interactions with the Vice President of Conferences, the Conference Committee, and various other stakeholders are fundamental to this role.

The position will report to the Executive Director of EMBS.

Key Responsibilities

• Client Management & Communications:
• Serve as the primary contact for EMBS financially sponsored technical conferences.
• Lead communications, offering guidance amongst the Professional Conference Organizer (PCO), conference organizers, and IEEE conference support staff, ensuring a streamlined liaison role.
• Regularly update the Executive Director on progress and potential policy adherence issues.
• Vice President Conferences & Conference Committee Relationship Management:
• Manage relationships with key stakeholders, including the Vice President of Conferences and the Conference Committee, to implement and enrich EMBS's strategic conference plan.
• Drive the process of market identification, venue sourcing, and documentation compliance with event objectives.
• Budget Review & Conference Closings:
• Collaboratively manage the conference budget with the Society Operations Manager, ensuring financial integrity.
• Oversee contract negotiations, track expenses, and pursue cost-saving avenues.
• Collaborate with the Conference Finance Chair to resolve budget concerns and maintain compliance with all IEEE financial requirements.
• Proceedings & Publications:
• Work with the Society Operations Manager and stakeholders to oversee conference proceedings and publications, ensuring the integrity of the process from call for papers to distribution.
• Conference Portfolio Management:
• Assume responsibility for the comprehensive management of the conference portfolio, including project scope, resources, RFP management, and vendor coordination.
• Align event planning with EMBS strategies and adjust operational budgets as required.
• Event Management:
• Act as the event planning expert, upholding IEEE policies and managing flagship conferences.
• Handle hotel and vendor contracts, budgeting, and coordination for global conferences.
• Evaluation and Reporting:
• Post-conference, evaluate event success, collect feedback, and prepare reports for future improvements.
• Criteria for Success:
• Strategic Alignment: Conferences should reflect and advance EMBS’s strategic objectives.
• Financial Management: Achieving budget goals with financial transparency and cost-effectiveness.
• Stakeholder Satisfaction: High satisfaction ratings from attendees, sponsors, and organizers.
• Operational Excellence: Efficient event execution with timely and clear communication.
• Continuous Improvement: Demonstrated improvements and innovative practices in subsequent events based on evaluation feedback.

Qualifications Education

• Bachelor's degree or equivalent experience is inclusive of business, management or other relevant field of study Req

Work Experience

• 4-7 years experience in the event/travel industry on a global scale Req
• 4-7 years Program/Project Management experience Req

Skills and Requirements

• Strategic Alignment: Conferences should reflect and advance EMBS’s strategic objectives.
• Financial Management: Achieving budget goals with financial transparency and cost effectiveness.
• Stakeholder Satisfaction: High satisfaction ratings from attendees, sponsors, and organizers.
• Operational Excellence: Efficient event execution with timely and clear communication.
• Continuous Improvement: Demonstrated improvements and innovative practices in subsequent events based on evaluation feedback.

Skills and Requirements

• Knowledge of both domestic and international hotels and destinations
• Prior successful experience in developing and maintaining key stakeholder and vendor relationships
• Demonstration of seasoned event management experience or knowledge involving execution of high value and high exposure technical conferences. Demonstrated ability to define and manage processes as well as drive results
• Should easily embrace technology and understands how to make the connections of event needs against current and emerging technologies related to the same
• Strong written and oral commumication skills, including the ability to facilitate meetings and effectively lead discussions to outomes
• Highly developed negotiation skills with the ability to acquire new members/attendees, drive growth and competitive advantages
• Ability to manage internal and external partnerships
• Strong project management skills utilizing both individual and team responsibilites
• Proficiency in spreadsheet software, presentation software and google suite of products
• Strong financial skills in conference and event related process including but not limited to budgeting, forecasting and reconciliation
• Domestic and international travel may be required up to 20% of the time. Valid travel credentials required

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 ' '.

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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. '

Job: Meeting & Event Management

Primary Location: United States-New Jersey-Piscataway

Schedule: Full-time

Job Type: Regular

Job Posting: Mar 20, 2024, 7:24:20 AM