Job Description Distinguished Lecturer/Programs Administrator

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Job Description
Job Title: Distinguished Lecturer/Programs Administrator
Submit Resume to: [email protected]
SUMMARY
Responsible for administration of assigned Distinguished Lecture (DL) Program activities including nomination of
speakers, speaker selection, logistics for speaker presentation review meetings, scheduling speaking engagements
and all speaker travel arrangements (approximately 300 engagements). Responsible for administration of assigned
membership program activities.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Administers travel itineraries for DL presentations/tours outside North America. Communicates with travel agent
to purchase airline tickets as well as speakers/lecturers and section officers to ensure all details are accurate and
complete.

Serves as main point of contact for DLs and sections. Requires after-hours availability at times.

Reviews and processes lecturer expense reports in a timely manner and ensures all expenses claimed meet with
expense policy. Communicates directly with lecturers.

Communicates regularly with section officers regarding upcoming lecturers. Works closely with staff who support
sections in all SPE offices Conducts orientation for lecturers regarding the expense reporting guidelines/policy and
travel expenditures/reimbursement.

Communicates with the DL Committee as assigned.

Administers DL Program evaluation. Communicates with sections to receive evaluations, distributes evaluations to
appropriate parties and tracks information for the Section Evaluation Contest. Reviews and makes
recommendations for improvements to the evaluation. Compiles statistics and analyzes data to offer
recommendations to better the DL Program.

Coordinates and maintains DL nomination application packages and ensures completeness and accuracy.

Contributes to preparations for the three yearly DL committee meetings.

Handles marketing and promotional communication with appropriate staff—web content, marketing, etc

Assists with annual budget for DL Program. Estimates costs based on previous years’ expenses and investigates
costs for new initiatives.

Reconciles monthly financial statements against budget.

Maintains historical data on the DL Program.

Works on special projects as time allows for the Membership Unit.
QUALIFICATION REQUIREMENTS
To perform this job successfully, an individual must have: a very high aptitude toward problem solving; strong
planning and organizational skills; must be highly detail-oriented to be able to multi-task and work on
simultaneous projects at one time; be culturally attentive to sensitivities of our members and lecturers.
The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.
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Job Description
EDUCATION and/or EXPERIENCE
Bachelor's degree (preferred) and/or sufficient related experience in upper level administration and project
management. Experience with travel planning and knowledge of international travel is a plus.
LANGUAGE SKILLS
Ability to read, integrate and interpret information from multiple sources. Strongly facilitate effective
correspondence and respond to questions from section members, lecturers and staff. Multilingual communication
skills would be very helpful due to interaction with our international members.
MATHEMATICAL SKILLS
 Strong mathematical aptitude, understanding and skills to process expense reports and reconcile credit
card accounts efficiently and accurately.
 Strong aptitude and understanding of foreign currency exchange conversion rules.
 Excellent ability and logic to create and work with Excel formulas and spreadsheets.
REASONING ABILITY
 Ability to “think outside the box” in order to solve practical problems and deal with a variety of concrete
variables in situations where only limited standardization exists.
 Capacity to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
OTHER SKILLS AND ABILITIES
 Excellent knowledge of geography
 Familiar with international travel
 Strong MS Word, Excel and MS PowerPoint skills
 Self-motivated and able to multi-task
 Detail oriented
 Ability to learn quickly
 Aptitude to communicate and interact at all levels
 Excellent oral and written communication skills
 Strong planning, project management and organizational skills
 Ability to perform with minimal supervision
PHYSICAL DEMANDS
While performing the duties of this job, the employee is regularly required to talk or hear. The employee
frequently is required to sit; use hands to finger, handle, or feel; and reach with hands and arms. The employee is
occasionally required to stand; walk; stoop, kneel, crouch, or crawl; and taste or smell. The employee must
occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision,
distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while
performing the essential functions of this job. Reasonable accommodations may be made to enable individuals
with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
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