22 days old

Project Coordinator, Educational Activities

Piscataway, New Jersey
  • Job Type
  • Job Status
    Full Time

IEEE is the world’s largest professional association advancing technology for the benefit of humanity. We are a catalyst for exciting breakthroughs in computing, sustainable energy systems, aerospace, communications, robotics, healthcare, and many other disciplines that improve the quality of life. Discover your future as part of the IEEE team. Consider the following opportunity:


Project Coordinator, Educational Activities

Piscataway, New Jersey


Apply now at: https://ieee.taleo.net/careersection/2/jobdetail.ftl?job=GEN000001JW&lang=en&sns_id=gmail


Job Summary: 


The successful applicant will provide project coordination and reporting support for the Educational Activities (EA) professional team’s assigned projects and activities.


The goal of this position is to improve the delivery rate and impact of IEEE EA programs. Ultimately to improve the rigor of project management within the EA Department ensuring the greatest impact possible for the various projects, programs and products.


In this role, you will be responsible for coordinating and participating in special projects with Educational Activities team members including data collection, status updates, reporting as well as day to day operational needs for the department.


This position is required to carry out extensive and effective interaction with all levels of IEEE professional staff and EA volunteer leadership. 


Key Responsibilities:


Project Management, Tracking and Reporting (60%):

  • Coordinates EA project administration, tracking and reporting
  • Facilitates frequent updates on projects in process with assigned EA staff
  • Arranges EA staff meetings periodically for project status updates and info sharing
  • Monitors the progress of EA programs to timelines
  • Responsible for internal EA project report: current status, metrics, timeline, etc.
  • Responsible for EA project reports and dashboards for presentment to the EA leadership


General Administration (25%):

  • Drafts correspondence and announcements for staff and volunteers at various levels within the organization
  • Clears EA Department creditcard (OneCard) charges in expense tool (iExpense)
  • Arranges monthly staff meetings
  • Creates, proofreads, and edits PowerPoint presentations and other documents for the EA Managing Director, staff, and volunteers as requested
  • Schedules and plans meetings; arranges travel and transfers; and prepares/processes expense reports for the EA Managing Director, staff, and volunteers as needed
  • Orders and processes invoices for inventory supplies within set budget
  • Prepares and distributes internal and external communications as needed


Internal Relations (15%):

  • Administers IEEE’s Conflict of Interest/Principles of Business Conduct policy for EA staff and volunteers
  • Serves as the EA Department liaison for committees and teams within IEEE
  • Keeps up-to-date on new processes and participates in training for processes
  • Instructs and trains new staff members on EA and IEEE processes
  • Coordinates with Human Resources and other departments to ensure new hires and transfers are properly set up; orders office equipment and proper access to IEEE software and programs to fully comply with position requirements
  • Provides guidance and training regarding accounting, purchasing, expense reporting, wire transfers, account classifications, etc.
  • Resolves EA staff hardware/software issues as well as administrative, travel, and other general questions as well as questions on IEEE policies and procedures
  • Monitors laptop lease expirations and places orders for new equipment
  • Processes orders for non-standard hardware/software and tracks procurement approval process




Education and Experience:

  • Bachelor’s Degree in Business or equivalent
  • 5+ years relative work experience; Experience within IEEE is preferable
  • Experience with project management, event planning, travel logistics and other meeting planning services is helpful
  • Formal Project Management training and/or credential (e.g. PMP) is strong plus


Skills & Other Requirements:

  • Must have excellent communication and interpersonal skills
  • Must be highly skilled in customer relations and be able to handle sensitive information with discretion and confidentiality
  • Must be able to use tact, diplomacy, and professionalism in interaction with all levels of staff, volunteers, and suppliers/vendors
  • Must have excellent organizational skills and be able to handle multiple priorities simultaneously under pressure
  • Must have the ability to maintain effective working relationships
  • Experience with budgeting, accounting or bookkeeping desirable
  • Must be a technologically savvy knowledge worker who seeks out technology solutions to business challenges. Proficient in Microsoft Office suite such as Word, Excel and PowerPoint. Experience with a content management system is also preferable; general knowledge of Gmail, Google Calendar and Oracle a plus
  • Valid travel credentials Is required in case of occasional international travel


Join us in an environment where people look forward to coming to work! IEEE offers a competitive salary and comprehensive benefits, including medical, dental, 401(k) plan with company match, a defined contribution retirement plan, a tuition reimbursement program, flexible spending accounts, company paid life insurance, and a business casual dress code.

Please apply online by going to this URL:https://ieee.taleo.net/careersection/2/jobdetail.ftl?job=GEN000001JW&lang=en&sns_id=gmail

Only those resumes that go through the URL from the web address will be considered. NO THIRD PARTIES PLEASE.

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 [Category I—Office Position].

IEEE is an EEO/AAP Employer/Protected Veteran/Disabled

Disclaimer:  This job description 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.


Visit www.ieee.org to view details about open positions in one of our four offices: Los Alamitos, CA; New York City; Piscataway, NJ; & Washington, DC.


The IEEE is an Affirmative Action/Equal Opportunity Employer, M/F/D/V.







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Piscataway, New Jersey

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