Society of Exploration Geophysicists
  • 20-Jun-2017 to 19-Aug-2017 (CST)
  • Geophysics - Research Programs
  • Tulsa, OK, USA
  • Hourly
  • Full Time

Medical/Prescription, Dental, Vision, TaxSaver, Life, LTD, Retirement Plan - 401k, PTO, Flexible Schedules, Work/Life Balance AND MORE!!!


The Society of Exploration Geophysicists is a not-for-profit organization that promotes the science of applied geophysics and the education of geophysicists. Founded in 1930, it is one of the premier membership organizations in the world dedicated to the scientific exploration for and development of natural resources. The headquarters office is located in south Tulsa in a class A office building on the Geophysical Resources campus. With offices located in Dubai and China, the society's programs, knowledge transfer, and humanitarian outreach makes working at SEG both exciting and rewarding.

The position of Shared Administrative Support provides administrative and project management support to SEG's subsidiaries including the Foundation and global outreach. SEG offers great benefits and a flexible work schedule to enhance a work/life balance.

ESSENTIAL FUNCTIONS:

  • Compose and distribute board and committee meeting notices and agendas. Secure meeting locations and oversee logistics for board and committee meetings. Assist in maintaining Board of Director orientation books and Policies and Procedures Manuals.  Collect, publish and distribute meeting exhibits in preparation for upcoming meetings. Prepare and maintain meeting minutes, action items, motions and official meeting records.  Maintain online collaboration space, customer database system and lists.
  • Coordinate assigned projects by identifying, tracking, monitoring and communicating project-related issues, scope changes, variances and contingencies that may arise during planning and/or implementation. Maintain continuous and timely effective communication with stakeholders. Assist, and participate if requested, with event preparation and tasks (e.g. Annual Meeting).
  • Assist with budget development and budget to actual variance analyses. Prepare project management reports, track project expenditures against budget for multi-year projects. Follow up with vendors to obtain outstanding invoices on a timely basis for work performed but unbilled.
  • Complete expense reports, check requests, code and prepare invoices on a timely basis. Follow up on past due accounts receivable and accounts payable, as requested. Maintain accounting folders.  Provide data entry of donations, confirm potential matching gifts, and sending of gift acknowledgements.
  • Provide customer service excellence for general inquiries to members, vendors, public, and donors.

 

EXPERIENCE REQUIRED:

Minimum five years' experience in an office setting working with minimal supervision is required. Minimum three years' project management experience using MS Projects preferred. Experience working in an executive office or in a non-profit organization with multiple Board members and volunteers preferred. 

EDUCATION, CERTIFICATIONS AND SPECIALIZED TRAINING

Associate's degree or 4 years equivalent general office experience required. 

JOB-SPECIFIC SKILLS AND KNOWLEDGE

  • Ability to work independently and maintain confidentiality.
  • Intermediate proficiency in Microsoft Office Suite (including Word, PowerPoint, and Excel).
  • Intermediate oral and written communications skills with attention to grammar, spelling, and proofreading skills are required.
  • High level of organizational awareness needed in order to deal effectively with organizational politics of not-profit organizations.
  • Basic understanding of communication and relationship building protocol for supporting a culturally diverse population.
  • Able to adapt working with multiple subsidiaries and business owners.
  • Able to multi-task, have attention to detail, be organized, work well with others, and identify efficiencies. 
  • Demonstrated proficiency in task and job priorities and prioritization with effective and timely communication in a fast-paced environment. Has sense of urgency and able to meet deadlines.
  • Understanding of Robert's Rules of Order for preparation of meeting minutes is preferred.

 

Society of Exploration Geophysicists
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