Temporary Technical Program and Peer Review Associate

Job Summary

As a member of a dynamic team the Technical Program and Peer Review Associate participates in andprovides leadership for high quality technical program development and peer review processes as aservice for IEEE conferences and the organizing team.

The primary responsibility of this role is to support IEEE conferences in this customer-centric service thataligns with the production of a quality IEEE program and its proceedings. This role facilitates timely andtransparent quality control processes and provides role model standards for how the function isperformed.

This role provides expertise coordination account management compliance and influencing whichrequire a thorough understanding of the strategic priorities of the assigned account as well as those ofrelevant stakeholders including the IEEE client conference planner and Senior Management ofMeetings Conferences and events.

The position provides guidance and the application of best practices publication management availableresources and required processes to IEEE Conferences and to the staff teams. They are tasked withbridging gaps and identifying strategic opportunities.

The Associate works with volunteer conference organizers in conjunction with supporting staff teams toprovide these services and a high level of support that ensures the quality of processes and systems usedin conference proceedings development and review. The Associate is responsible for performing andmanaging duties in support of Technical Program Management (TPM) and conference peer reviewactivities. The Associate provides a high level of personal customer and volunteer support and buildsand maintains professional relationships on behalf of Conferences Events & Experiences (CEE).

The Associate provides support for research and information requests prepares correspondence assists inrecords management supports specific conference committees arranges conference calls and schedulesmeetings to support the development of conference proceedings for an approved IEEE conference.

The Associate will interact with the global community of conference organizers IEEE OrganizationalUnit leadership including staff and volunteers and other interested parties to ensure adherence to IEEEpolicies and critical conference operations and publications standards. This position must be able to workindependently and with a team in a deadline-oriented environment.

Key Responsibilities

• Provides support to conference Technical Program Management and Peer Review activities.

• Provides accurate and timely responses both written and oral communication and routes andresponds to requests and projects including the appropriate subject matter expert for follow-up and execution as needed.

• Input and maintenance of key information as it relates to authors reviewers and conferencemanagement.

• Supports CEE activities projects and initiatives including gathering data and performingresearch in support of specific conference inquiries regarding TPM and Conference Peer Review.

• Educates and assists conference organizers and authors with IEEE publishing requirementsconsistent with high-quality TPM and Conference Peer Review processes.

• Manages Technical Program Management process for IEEE Conferences

• Assists in tracking the workflow involved with the proceedings processing/evaluationprocess/technical program management.

• Assists in the production of Technical Digests/Proceedings; Ensures authors are in completecompliance with all IEEE guidelines and copyright requirements.

• Research innovate and propose metrics analyses tools or process changes to improve operation.

• Reviews and ensures all proper paperwork is filed with IEEE included but not limited to Xplorecompliance and publications forms.

• Assists IEEE Conference Volunteers with compliance procedures and requirements includinginterpretation of policies.

• Generates conference related reports upon request.

• Tracks the paper submission activities related to Invited Speakers.

• Test all upgrades and revisions to the paper management system(s).

• Ensures deadlines are being met and escalates issues accordingly.

• Supports Conference Quality team operations including but not limited to: preparation ofmaterials for committee review organizer communications conference publication andsponsorship evaluation.

• Interfaces with other IEEE publication organizations to ensure efficient end-to-end operationalperformance.

• Maintains conference data and ensure the integrity of the IEEE Conference Database whichgenerates all conference reporting.

Education

• Bachelor of Arts or Sciences degree in a liberal arts/sciences curriculum that stresses excellence
  in research and writing.

Work Experience

• 5 years of relevant business experience including supporting technical program managementprojects and peer review practices and systems. The candidates background must includeexperience in a customer-focused business environment that demonstrates knowledge and skill inthe following areas:
  • Project and task management including skills in defining requirements translatingrequirements into measurable goals and outcomes documenting milestones and desiredoutcomes planning and scheduling implementation activities coordinating anddeveloping communication plans planning for training and development and planningfor and providing information sharing sessions with internal and external clients.
  • Analysis and management of administrative processes and quality efforts.

Skills and Requirements

• Must be a technologically savvy worker seeking technology solutions to businesschallengesadvanced competency with Microsoft Office tools including Word Excel andPowerPoint.

• General knowledge of email. Personal experience with web social networking tools like LinkedInor Facebook is desirable.

• Ability to understand new technology and envision integrating technologies into existingprocesses and systems.

• Ability to work independently and with a team in a deadline-oriented be fluent in English and possess an above-average grasp of English grammar and syntax.

• Excellent skills in preparing PowerPoint with multi-media components for a variety of audiences.

• Must be able to write clear and effective responses to correspondence.

• Excellent reading and proofreading abilities.

• Must stay updated on current trends to assist department management and IEEE volunteers.

• Must be able to read and comprehend incoming correspondence.

• Must communicate and interact effectively diplomatically and positively with all levels of staffsenior-level volunteers Management Council IEEE staff members and external associations andpartners.

• Must be able to plan and prioritize specific tasks anticipate the needs of the conference programand demonstrate resourcefulness to solve problems.

• Ability to balance multiple projects simultaneously with minimal supervision while meetingdeadlines is a must.

• Able to think through scheduling conflicts and sort and redirect incoming correspondence to theoptimum benefit of the office.

• Must be able to handle large volumes of incoming correspondence and documentation.

• Strong organization and multitasking skills.