Operations Assistant

1 week ago

Piscataway, United States APN Consulting Full time
Job Title: Operations Assistant
Location: Piscataway, NJ - Hybrid (3 Days onsite, 2 days remote)
Duration: 2 Years

Description
Job Summary:
The overall purpose of this position is to support operational activities within the CLIENT Signal Processing Society (SPS). The incumbent in this position is primarily responsible for handling high-quality day-to-day administration of SPS operational activities, supporting election and appointment activities, and directly supporting the activities of the Director, Operations. High-quality work, positive attitude, and a professional demeanor are critical.

The role reports to the Director, Operations. The incumbent is expected to work independently on all projects with general direction from the Director, Operations, and interact frequently and proactively with volunteers, members, vendors, contractors, SPS staff, and other CLIENT organizational units. This position has no financial signing authority and does not require any travel.

Key Responsibilities:
Administers administrative processes to support administrative programs and business processes in direct support of the Director, Operations. The position will proactively work under general guidelines to perform many administrative functions independently, without requiring constant direction from management, and anticipate and address issues before they flare up.

VOLUNTEER POSITION HISTORY
Responsible for the creation and maintenance of the Annual Society Directory of Volunteer Leaders and Staff, and the associated SmartSheet, which includes reviewing the composition of all the boards and committees.
Communicates with society leadership to initiate elections and appointments for expiring positions, while also keeping in mind the different dimensions of diversity in compliance with the SPS Diversity Statement and Diversity Pledge.
Maintains the archive records for Boards, Committees, and all other SPS Volunteer positions.

MEMBERSHIP VERIFICATION
Assures CLIENT and Society membership compliance for all SPS volunteers, which includes communicating with Board/Committee Chairs and the respective volunteers to resolve membership issues.
Communication requires tact and sensitivity in handling such matters.

MEMORANDUMS OF UNDERSTANDING
Responsible for tracking all of the Society's partnership agreements, which includes collecting the legal documentation, such as MOUs and Charter agreements.
Requires working knowledge of active MOU agreements to ensure eligibility of representatives to meet different complex appointment requirements while tracking the representatives' terms on the committee and their term date.
Notifies appropriate parties when MOUs need to be reviewed or when terms are expiring.
Communicates and develops relationships with CLIENT staff and volunteers to ensure proper MOU adherence.
Responsible for creating and sending appointment letters, as well as other documentation.
Maintains and archives all records for each activity.

\CONFLICT OF INTEREST FORMS
Responsible for initiating the Conflict of Interest Form process and ensuring adherence of the SPS Volunteers.
Coordinates the process with the Audit Department.

TECHNICAL COMMITTEES
Responsible for the preparation of the initial TC Review reports, which includes tracking awards and Distinguished Lecturer/Distinguished Industry Speaker data, as well as other data sources, and incorporating the information into the initial review reports.
Maintains the TC Affiliate SmartSheets and related web pages.
Acts as the main SPS point of contact for Technical Committees.
Provides support to Technical Committees and technical entities as directed by the Director, Operations.

ELECTIONS/APPOINTMENTS
Administers the election activities under the direction of the Director, Operations for the following elections:
Awards Board Chair and Committee Members,
Fellow Evaluation Committee Chair, Vice Chair, and Committee Members,
Editors-in-Chief,
Membership Board Standing Committee Chairs,
Education Board Standing Committee Chairs
Supports the Nominations and Appointments Committee for the election of the President-Elect, Vice Presidents, Member-at-Large, Regional Director-at-Large, and miscellaneous Board/Committee elections.
Requires working knowledge of the society's governance documents to coordinate and oversee. President-Elect electioneering regulations.
Organizes and attends the President-Elect Candidate Town Hall events.
Develops and maintains the OpenWater election platform annually for each election.
Maintains and archives all records for the program.

ORIENTATION MATERIALS
Creates, maintains, and sends board and committee welcome kits as a training system for newly elected volunteers each year.
Annually sends Thank You and Welcome letters to key volunteer groups.

COMMUNICATION
Handles the day-to-day communications with the Signal Processing Society members.
Draft correspondence relevant to H-1B visa applications.
Coordinates campaigns for Senior Member and Fellow upgrades.
Responds to sp.info alias inquiries, dues renewal, membership upgrades inquiries, etc.
Provides administrative support for the department in organizing virtual meetings
Communicates with the Nominations and Appointments Committee, the ExCom, and the Board of Governors to help facilitate meetings, activities, and the election and appointment of various SPS positions.

Qualifications
Education:
Bachelor's degree or equivalent experience Req

Work Experience:
2-4 years in program administration and support Req
2-4 years operations support position Pref

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