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Program Coordinator

2 months ago

Piscataway, New Jersey, United States IEEE Full time
Job Summary

The Program Coordinator will be responsible for managing administration and customer service to internal and external customers for all IEEE-SA Registration Authority and other Innovation Operations activities. This role will handle customer inquiries, process payments, and correspond with customers for the registry and other assigned operations.

Key Responsibilities
  • Manage the register function and act as the Registrar for the IEEE-SA Registration Authority (RA), ensuring policies and procedures are adhered to for nine active registration programs.
  • Provide primary customer service support to internal and external RA customers for all SA product lines of business.
  • Develop and maintain specialized databases and other tools utilized in support of the business.
  • Process checks, wire transfers, and purchase orders, as well as maintain records and upload invoices to customer portals for processing.
  • Vet potential customers for required criteria to ensure compliance with corporate policies.
  • Provide client support and troubleshoot issues using research of databases, relevant IEEE standards, and tutorials to provide accurate information.
  • Review and monitor assignments to ensure they are completed correctly and checked for duplicates.
  • Maintain the archive filing system for all IEEE SA Registration Authority programs.
  • Review and recommend new policies or procedures to improve current customer and staff experience.
  • Develop and maintain all procedure and policy documentation to support each registration activity.
  • Prepare and review monthly forecasts for accuracy and report on Registration activities to be rolled up into cost-center reporting.
  • Monitor customer satisfaction survey results and provide ad hoc reports to Registry Programs, Sr Manager.
  • Take and produce accurate meeting minutes.
  • Back-up as needed for Registry Programs, Sr Manager in managing oversight committee.
Qualifications
  • Experience with budgeting and forecasting.
  • Bachelor's degree or equivalent experience required.
  • 2-4 years in program administration and support required.
  • 2-4 years operations support position preferred.
Requirements
  • Ability to independently solve problems using established procedures, policies, objectives, and common-sense approaches.
  • Intermediate knowledge of and experience with budget and forecast processes.
  • Must be able to understand and interpret financial data.
  • Exceptional project management skills and the ability to prioritize and oversee multiple projects concurrently.
  • Must be able to work well within cross-functional teams to achieve results.
  • Ability to communicate and interact positively and effectively with volunteers, non-volunteers, and members of the assigned committees.
  • Demonstrate effective leadership skills and support volunteer relationships.
  • Must be a technologically savvy knowledge worker who seeks out technology solutions to business challenges.
  • Detail-oriented, self-directed, self-starter, customer-oriented, quick learner.
  • Advanced listening, verbal, and written communication skills.
  • Experience with social media, with an understanding of how to apply those tools to communication channels.
  • Knowledge and use of content management systems.
  • Excellent time and project management skills.
  • Ability to research simple and complex questions in internal and external web resources.
  • Knowledge of meeting planning procedures and planning.
  • Some web page maintenance experience.
  • Valid passport required.
  • Must have excellent PC and advanced office software skills, including Microsoft Office Suite, Oracle, and web conferencing tools.
  • Excellent interpersonal skills, including the ability to work with individuals at all levels in the organization and strong relationship-building abilities.
  • Must have a pleasant disposition and ability to communicate daily with non-English speaking customers with patience and courtesy.
  • Ability to deal with difficult people and successfully meet objectives.
  • Must be a good team player.
  • High degree of personal integrity and business ethics, as well as appropriate business etiquette, including a strong sense of responsibility, tactfulness, and discretion.
  • Work well under pressure, be extremely organized, and maintain workload balance.