| POSITION LOCATION: Chicago (Hybrid)
ABOUT SWE:
The Society of Women Engineers (SWE) for more than seven decades has given women
engineers a unique place and voice within the engineering industry. Our non-profit organization
is centered around a passion for our members’ success and continues to evolve with the
challenges and opportunities reflected in today’s exciting engineering and technology
specialties.
OUR VALUES:
Integrity | Inclusive Environment | Mutual Support | Professional Excellence | Trust
Our values shape our culture, drive our decisions, and define who we are. These values serve
as the compass for our actions, encouraging a shared sense of purpose among our staff and
sets the standard for how we conduct business.
JOB DESCRIPTION:
We are seeking a Coordinator, Business & Recognition who embodies the values, principles,
and priorities that guide our initiatives as we continue to make a lasting impact on the future.
The position of Coordinator, Business & Recognition, reports to senior coordinator, Business &
Recognition
CORE RESPONSIBILITIES:
Administrative 25%
- Complete and oversee onboarding and offboarding of all staff – both direct and contract-to-hire
- Set up Smartsheet for hiring manager and review for completion.
- Provide documents and guidance upon request.
- Create accounts: Concur, Teamwork, Salesforce, DocuSign, Staples,
WordPress, Clifton Strengths
- Send handbook via DocuSign, ensure it gets completed, file in Google folder,
and notify HR.
- Coordinate with IT vendor to setup laptop, and ship if needed.
- Set up and customize welcome packet.
- Create keycard, set up cubicle and supplies, add to building security, add
mailbox. - Maintain onboarding documentation as needed, up to and including
overhauling process. - Maintain org chart and publish updates.
- Maintain office layout.
- Helps maintain office equipment and ensure equipment is working properly.
- Handle name badge and business card orders.
- Process Certificate of Insurance requests.
- Respond to HQ emails or assign appropriately to other departments according to assigned rotation.
- Complete BluSky requests for security badges and visitor access
- Complete Angus requests for maintenance.
- Organize and keep inventory of office and kitchen supplies and place Staples orders as needed.
Accounts Payable: Concur 20%
- Concur Administration
- Approve employee expense reports and return with comments if needed.
- Create and submit invoice requests.
- Check status of all current pending invoices daily.
- Maintain user profiles (staff and volunteers).
- Maintain the Concur database and update vendor and ACH information as needed.
- Update/create Standard Operating Procedure (SOP’s) documents to record instructions for responsibilities and duties within Concur.
- Troubleshoot system errors as needed.
- Accounts payable email: provide overall customer service for accounts payable mailbox and general inquiries.
Accounts Receivable: Salesforce 45%
- Create invoices for the company’s Corporate Partnership Council (CPC), Partners, Bulk
Memberships and other customers upon request.
- Collaborate with financial services manager on collections.
- Pull aging report every Monday, format according to convention.
- Send emails on past due accounts requesting payment updates.
- Set up pivotable, recalculate and finalize report every Friday.
- Update/create Standard Operating Procedure (SOP’s) documents to record instructions for responsibilities and duties within Salesforce.
Salesforce Administration 10%
- Perform ETLs using Salesforce Data Loader on a cyclical basis according to Smartsheet
tracker.
- Coordinate with fusionSpan fractional Salesforce admin support as needed.
- Provide backup to the head of data management for Salesforce tickets. This job description is not intended to be and should not be construed as an all-inclusive list of all responsibilities, skills, efforts, or working conditions associated with the position. While it is intended to be an accurate reflection of the job requirements, management reserves the right to modify, add or remove duties and to assign other duties as necessary. |