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Administrator Senior Society Specialist

4 months ago

Piscataway, United States IEEE Full time

JOB SUMMARY

This position exists to perform and coordinate committee & operation activities in support of the Power Electronics Society Executive Office in the manner determined by the Society Executive Director with input from the volunteer leadership. This position is managed by the Executive Director. It is integral to ensuring that PELS is compliant and consistent with the policies, procedures, operational and by-laws as directed by the IEEE Board of Directors and the Technical Activities Board and ensures that PELS related volunteer leaders are prepared to do their work in an efficient, effective and timely manner. This support involves all PELS activities and business operations with the primary focus in the following program areas of:

* Society Governance and Financial Administrative Support
* Education Committee Support
* Specialty Meeting Planning as assigned
* (Contribute) Social Media Management, eNewsletter, and Website Maintenance

and any additional duties as assigned. This role reports to the Society Executive Director and does not manage any direct reports. This position works under minimal guidelines and makes recommendations for process improvements. The incumbent is accountable for all described actions including results of both internal and external contacts. This position exists to advance the mission of the Power Electronics Society in the manner determined by the Society's volunteer leadership, as communicated by the Executive Director, and in accordance with the Society's norms for quality, ethical behavior, accuracy, and confidentiality.

KEY RESPONSIBILITIES

Society Administration, Governance & Committee Support (40%):

* In support of, and in collaboration with the Society Executive Director, ensures excellence in governance, operational and financial planning and implementation; actively provides advice and counsel to volunteer and professional staff leaders.
* Assist the Society Executive Director in ensuring the financial and operational health for the Society, including a focus on risk management.
* Plans all logistics for Society AdCom (Board) meeting series, including contracting with hotels, AV, catering, social events, and other tasks to ensure successful meeting series.
* In coordination with the Society Executive Director, responsible for overall board series meeting schedule, develops agendas, and ensures all aspects of ExCom/AdCom/Committee and Board meetings are implemented
* Attend meetings of the AdCom, ExCom, as assigned to capture motions/actions, information and/or record and draft formal minutes
* Serves as a subject matter expert on Society Governance including agendas, Roberts Rules, Bylaws, Constitution and elections.
* Facilitation of the Nominations Committee's responsibilities in overseeing the society's annual election and its petition process such as determining the ballot package, implementing campaign messaging, tallying the annual election results and notice to all members.
* Identifies new opportunities, tools and services to advance the society strategic vision, and partner with internal and external stakeholders and vendors to manage projects to implementation
* Maintains society rosters, organizational charts, and annually prepare AdCom/ExCom recognition plaques for outgoing members

Financial Administration and Support - 20%

* Actively supports the Society Executive Director and Treasurer in developing the annual budget, including their renewal product offerings, updating conference portfolio projections, plans for operational travel, Committee and project expenses.
* Assist with preparation of monthly forecasts within published deadlines.
* Maintain custom finance dashboards which are shared with the Executive Committee tracking YTD spending.
* Participate in Treasurer Financial training to allow them the necessary knowledge to execute the financial management tasks.
* Works with TAD Sourcing, Purchasing and Accounts Payable staff to create and execute supplier contracts, purchase orders and volunteer or staff expense report review and approval.

Education Committee Support. - 30%

* Serve as the lead society support for the Education Committee and activities
* Serve as primary support staff assigned to the Distinguished Lecturer Programs
* Facilitate and manage the PhD School, PELSTube, and P3 Talk programs
* Assist in managing the PELS Webinar and educational programming
* Update and monitor the PELS Resource Center and any ILN administrative updatin
* Other Duties or special projects as assigned by Executive Director (10%)
* Incumbent may be assigned to special projects, goals, or programs as needed to ensure the success of PELS administrative office needs
* Manage respected program area budgets, including tracking expenses, allocating resources, and seeking funding opportunities to support program activities
* Monitors the progress of program areas and make adjustments as necessary to ensure the successful completion of each program's special projects
* Research, identify, and implement metrics, analyses, tools, and process changes to improve operations to better serve members and volunteers

Education

* Bachelor's degree or equivalent experience Req

Work Experience

* 4-7 years Business experience working in a communications, non-profit governance support, business administrative, corporate or project management position
* 4-7 years Event and Conference planning experience
* 4-7 years Experience working with Volunteer Boards, Committees
* 4-7 years Work experience in Social media and Community services
* 4-7 years Workforce overseeing or administering websites and website content or working in a web, content or editorial production environment
* 4-7 years Work experience in Conference Portfolio management, volunteer and Organizing/Steering Committee assistance

Skills and Requirements

* Communication:
* Possess excellent verbal, written, organizational skills with strict attention to detail
* Ability to write and tailor content for a variety of international audiences (student, young professional, career members in industry or academics)
* Professional communications - speaking effectively on the phone, in virtual meetings, and person to person situations
* Ability to respond to requests/actions in timely and professional manner
* Fluency in another language(s) a plus
* Organization:
* Ability to manage several projects simultaneously
* Ability to work independently and/or with minimal supervision, interfacing with multiple stakeholders and demonstration of flexibility and creativity
* Handles multiple assignments simultaneously with changing priorities and deadlines while resolving issues
* Ability to manage and motivate a volunteer community to complete tasks
* Coordinating calendars for large groups of volunteers
* Personal time management and keeping Projects on time
* Working independently and as a team in a diverse and fast-moving environment
* Management of service providers
* Ability to work across multiple departments/organizations within and outside of IEEE
* Technology Knowledge:
* Strong Command of various Microsoft Office Suite and Adobe Acrobat Professional with high command of Microsoft Excel and Power Point Presentations, Social Media tools and platforms
* Working knowledge of Content Management Systems usage / web maintenance
* Knowledge of and willingness to learn web conferencing, file sharing, web content management systems, project management software and online learning tools
* Must be technologically savvy with a positive and proactive attitude
* Use of web technology (e.g. Constant Contact) to create eNewsletters inform and notify Members of Society Activities
* Knowledge of NextGen Financials and Contract management software a plus
* Ability to create and disseminate Society content via Social media and websites
* Experience with website analytic tools
* Working knowledge of Roberts Rules of Order and legal documents regarding bylaws, policies and constitutions
* International/domestic travel required (20% possible)

Other Requirements:

As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply.

PLEASE NOTE: This position is not budgeted for employer-sponsored immigration support, this includes all persons in F (both CPT and OPT), J, H, L, or O status.

For information on work demands and conditions required for this position, please consult the reference document, "Physical, Mental, and Work Environment Standards for IEEE Positions." This position is classified under Category I - Office Positions.

IEEE is an EEO/AAP Employer/Protected Veteran/Disabled

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Disclaimer: This job description is proprietary to IEEE. It outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management's right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.