Iies Operation Coordinator

Part-Time, 25 hours per week; some evenings, weekends and travel required.

**PURPOSE**

The Operations Coordinator manages communication among IIES members and other organizations to share IIES news, progress, and opportunities. The OC ensures that IIES partners contribute to the circulation of information and encourages participation in Institute offerings. The OC must demonstrate proficient cross-cultural competence while communicating with the IIES’s diverse international community (faculty, students and prospective partners) to define and create event objectives, communication strategies and Institute outreach. The OC helps students and faculty with event registration, online payments, expense reimbursement, and travel inquiries. The OC is responsible for planning, coordinating and ensuring successful completion of projects and events according to the specifications, resources and deadlines assigned and to adherence to the budget. The OC plays a central role in managing both operations and personnel and assists the Director in setting goals and objectives for the Institute. Strong communication and interpersonal skills are integral to facilitate cooperation between members and external communities. He/she manages the IIES website, online revenue, monthly/yearly web subscriptions and ensures all web operations run efficiently. This is a vital position in the Institute that is critical to achieving outreach, communications, organizational development and general administration goals.

**KEY AREAS OF RESPONSIBILITY**

**Office Management and General Administration (40%)**:

- Communications:_
- Manages communication among IIES members and other organizations to share IIES news, progress, and opportunities.
- Offers guidance and assistance for online event registration, expense reimbursements and technical support for the website/event management software.
- Assists the co-Directors in determining student eligibility for travel support.
- Prepares and updates event registration information on the IIES website, including, abstract submissions, and fee payment setup. Keeps events up to date with changing information (dates, deadlines, and fees).
- Financial_:

- Assists the Financial Administrator(s) with monthly/yearly payables as needed (including website maintenance, SSL certificates, online payment platforms and event registration software) and with expense claims and reimbursements
- With the Institute co-Directors, assists in developing and maintaining an annual budget for Institute operations.
- Monitors expenditures and reports variances to the co-Directors and VP Research and Innovation.
- Prepares all IIES invoices and purchase requisitions for events, student/faculty reimbursements.
- Monitors and ensures completeness of monthly budget reporting and annual budgets.
- Maintains Stripe, online payment gateway. Handles payments, disputes, cancellations, refunds for all Stripe payments.
- Ensures payouts to IIES account are received and accounted for.
- Information Management:_
- Schedules meetings as necessary (fundraising and development, IIES event/activities, Board meetings, funding/report deadlines). Takes minutes as needed.
- Ensures data entry and accuracy of purchase requisitions, expense reimbursements, annual and monthly budgets, travel grants and claims (for internal/external students/faculty).
- Ensures proper function of the IIES website; news and events are up to date, maintains monthly check-ups of hardware/software, provides access to other parties as needed such as external IT support (currently WDI Graphics, Studio-N).
- Ensures that reports, policies, membership files, financial documents and all other information are appropriately stored (hard copies and electronic copies) and managed according to best management practices and with the utmost confidentiality.

**Support to the co-Directors (20%)**
- Meets regularly with co-Directors to discuss priorities and upcoming IIES offerings.
- Schedules meetings and events on behalf of the co-Directors, including board, advancement, and external relations meetings.
- Assists co-Directors with completing yearly budgets, event budget management and financial reviews.
- Prepares correspondences (travel grant letters, invitations etc.) on behalf of the co-Directors.
- Prepares and distributes agendas and meeting minutes before and after meetings.
- Assists with Board activities as required such as scheduling of meetings and information distribution.

**Supporting Communications & Event Management (40%)**:

- Manages communication among IIES members and other organizations to share IIES news, progress, and opportunities.
- Promotes the organization, its efforts, and its accomplishments internally and externally.
- Maintains the IIES website including news, events and registrations to advertise Institute offerings.
- Sets up online payment options for IIES paid activities, troubleshoots online payment gateways when needed, and ensures transfers a