Context

The key responsibility of the Lead Conference Secretary is to ensure the smooth and efficient operation of the ACM India Joint International Conference on Data Science and Management of Data (CODS-COMAD), providing support to both organizers and participants. This joint conference brings together members of the large community in arguably the most reputed and popular scientific event about “all things data” in India. For over two decades, COMAD, modeled along the lines of ACM SIGMOD, has been the premier international database conference from India. CODS, on the other hand, while relatively new, has been able to attract high-quality Data Science submissions from India as well as speakers from top global schools and research labs. Since 2018 the two conferences merged and have been happening together as India’s premier scientific venue bringing the best minds in data domains.

An ideal candidate for should exhibit excellent organizational and communication skills, attention to detail, the ability to work under pressure, and proficiency in using software and conference management tools. In particular, candidates who have demonstrated similar skills to the responsibilities mentioned in the context of other events, conferences would be given preference.

Responsibilities

• Coordinating conference meetings (weekly/fortnightly) with the organization committee members including but not limited to sending invites, setting up calls, publishing meeting minutes, ensuring document keeping and following up on closure of action items, sharing status of action items before next meetings
• Owning all paperworks needed for obtaining approval from needed bodies such as ACM, SIGKDD, etc
• Monitoring and responding to emails sent to conference contact email ID
• Keeping track of relevant statistics of the conference e.g submitted papers, accepted papers, review timelines, etc
• Working with Publicity Chairs to conduct publicity activities through mails, whatsapp, social media etc. at different stages of the conference
• Working with Finance Chairs to monitor and manage the conference budget and ensure payments and bills related activities are conducted with needed diligence
• Working with Sponsorship Chairs to provide the needed support for obtaining sponsorship and ensuring promised benefits are provided
• Working with the Web Chairs and website development organization to create the conference website and regularly keeping it uptodate
• Working with Registration Chairs to setup registration portal, handle queries, handle refund as per policy, periodically report the status in OC meetings.
• Working with Local Organization Chairs to ensure smooth organization at the venue ensuring meeting rooms, auditorium, branding, catering, audio-visual equipment, on-site registration, Coordinate with venue staff and vendors and other logistics for conference sessions.
• Prepare and distribute conference materials, including programs, agendas, and name badges
• Develop and maintain a detailed schedule for the conference, including session timings, breaks, and social events.
• Coordinate travel and accommodation arrangements for speakers and participants.
• Collect feedback from attendees and presenters for post-conference evaluation.
• Prepare post-conference reports summarizing key metrics, feedback, and lessons learned working with general chairs and other chairs.

Requirements

• The position will be active throughout the year and candidates are also expected to be available throughout.
• This is a part-time position and the average weekly commitment would vary over the year
• During the last month before the conference: about 15 hours
• Last three months before the conference: about 10 hours
• Rest of the year: about 4 hours
• The candidate should have personal computer with good internet connectivity; access to whatsapp, linkedin, and other relevant social media; proficiency in communication tools such as Zoom, Google Meet, Microsoft Teams etc.
• The candidate might be required to travel to the location/venue as needed before and during the conference [travel expenses will be covered].
• Candidate who are employed with another organization will need to provide a No Objection Certifcate from his/her employer.

Interested candidates should send an email to ACM IKDD ikddoffice@gmail.com with their latest resume by February 5, 2024.