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Conference Administrator

Company: APN Consulting
Location: Piscataway
Posted on: March 18, 2023

Job Description:

APN Consulting has an immediate need for a direct client requirement:
Position: Conference Administrator
Location: Piscataway, NJ-Onsite 5 days/week. Possibility of hybrid in future
Duration: Contract role until 12/31/2023

Job Description
The overall purpose of this position is to support the Signal Processing Society conference business. The incumbent in this position is primarily responsible for assisting the volunteer organizers in the conference timeline from proposal to completion. The role typically reports to the Senior Manager, Conferences and manages 0 direct reports.
Specific duties include but not limited to:

  • Maintain conference task tracking sheet and follow up for items as needed
  • Maintain conference data collection sheet and follow up for data from conference organizers as needed
  • Assist in the intake, manage and communicate the review workflow and process of all conference sponsorship requests through to completion
  • Investigate issues with conferences, and follow-up to ensure resolution
  • Ensure timely updates of key conference indicators (attendance, budget, papers, etc)
  • Assist with logistics for conferences, upon request
  • Update and maintain conference calendar of important dates and updates to the conference webpages
  • Support for Conference Organizers - Assist volunteer organizers to assure that all Client and Society administrative requirements are complete and executed in a timely manner
  • Preparation and dissemination of calls for papers and other promotional materials
  • Intake, documentation collection and review and submission of contracts for approval
  • Secure interim and post event status reports from conference organizers
  • Monthly review of conferences to ensure appropriate milestones and deadlines are adhered to
  • Website review for required information and accuracy
  • With oversight, performs initial intake and review of conference budget submissions (preliminary, amended and final budgets) and provides comments on areas that may need to be addressed
  • Requests typical conference contracts and associated required materials and provides preliminary review of the contract details, with oversight and provides feedback and comments on areas that may need to be addressed
  • Works with leadership to secure approval of budget and contracts


    • Advanced customer service, organizational and administrative skills with the ability to handle multiple projects and deadlines.
    • Ability to work independently and take initiative to solve problems.
    • Good oral and written communication skills
    • Proficiency in MS Office applications (Word, Excel)
    • Knowledge of basic budgeting is highly desirable.
    • Although this not a conference planning job, having such skills and experience would be useful

Keywords: APN Consulting, Trenton , Conference Administrator, Other , Piscataway, New Jersey

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