Institute of Biological Engineering Administration Coordinator

Job Title: Institute of Biological Engineering (IBE) Administration Coordinator

Location: Remote

Job Type: Part -Time

Overview: We are seeking a detail-oriented and organized IBE Coordinator to assist in the establishment and ongoing management of our professional scientific society. The ideal candidate will have strong communication skills, experience in administrative tasks, and the ability to manage multiple projects simultaneously.

Key Responsibilities:

• Website Development: Oversee both the front- and backend of the organization’s website, ensuring optimal user experience, functionality, and integration of new features and information as needed.
• Membership Engagement & Customer Relations: Handle all aspects of member registration and customer relations, maintaining a strong connection with the community while ensuring seamless membership experiences.
• Conference Planning & Logistics: Lead planning and execution of the annual meeting, including contract finalization, logistics coordination, photography, and on-site setup. Serve as the main point-of-contact for all event-related matters.
• Sponsorship Outreach: Develop and maintain relationships with sponsors, ensuring mutual benefit and continuous organizational support.
• Financial Analysis: Monitor and analyze financial performance, providing insights to inform business strategy and ensure the organization’s fiscal health.

Specific Tasks:

1. Non-Profit Incorporation and Taxation:
   • Communicate with the Georgia government office regarding non-profit incorporation and taxation.
   • Maintain business formation process and ensure all documentation is up to date.
2. Website Management:
   • Edit website content, including membership options, registration information, and conference details (e.g., registration packages and discounts).
   • Ensure the website accurately reflects any changes, such as updated program details and session chair information.
   • Reflect informational changes on the website’s frontend and update products and media on the website’s backend.
3. Membership and Communication:
   • Compile and manage lists of past and current IBE members.
   • Create and maintain a Mailchimp account for email communications.
   • Send updates and reminders regarding membership and conference participation.
   • Respond to inquiries via the info@ibe.org email, including handling registration and account issues.
4. Conference Planning:
   • Assist in planning and organizing the annual IBE conference, including speaker coordination, session management, photography, and sponsorship outreach.
   • Update conference details on the website, including session descriptions, registration information, and hotel booking links.
   • Manage abstract submissions and membership communications related to the conference, including travel awards and registration extensions.
   • Compile lists for ID cards, hotel registrations, and travel award applications.
   • Order necessary materials (e.g., easels, folders) and manage logistics for event materials.
   • Coordinate logistics for check-in, ticket distribution, and session organization during the conference.
5. Meeting Coordination:
   • Organize and participate in meetings with council members and the conference planning committee to discuss various administrative tasks and project updates.
   • Document meeting notes and follow up on action items.
6. Financial Management:
   • Assist in managing financial aspects of the organization, including membership fees, conference registration, and donations.
   • Generate and manage coupon codes for membership and event registrations.
   • Process invoices and payments as needed, including troubleshooting payment issues for members.
7. Administrative Support:
   • Handle general administrative tasks, including compiling lists, updating contact information, and managing registration lists.
   • Format and produce ID cards for conference registrants and manage logistics for event materials.
   • Respond to conference-related inquiries and update registrants on important details (e.g., banquet dinner, travel grants).
8. Final Program Management:
   • Confirm and finalize the conference program, including adjustments based on abstract submissions.
   • Create and distribute final programs, ID cards, and tickets for events.
   • Coordinate with printing services to ensure all materials are produced correctly.

1. Post-Conference Follow-Up:
   • Send follow-up emails to participants, including sharing photos and updates.
   • Manage post-conference logistics, including equipment returns and documentation.

Qualifications:

• Previous experience in non-profit administration, project management, or a similar role.
• Strong communication and interpersonal skills.
• Proficiency in Microsoft Office Suite, Mailchimp, and website management tools (GoDaddy, WordPress, WooCommerce, etc.).
• Detail-oriented with excellent organizational skills and the ability to manage multiple projects.

Skills:

• Problem-solving and critical-thinking abilities.
• Basic understanding of financial management and fundraising.
• Ability to work collaboratively in a team environment.
• Familiarity with conference planning processes and membership management.