Sr Society Administrator (E2096F)

Institute Of Electrical And Electronics Engineers

Job Location:

Piscataway, NJ - USA

Monthly Salary: Not Disclosed

Posted on: 30+ days ago

Vacancies: 1 Vacancy

Job Summary

Education

Bachelors degree or equivalent experience Req

Work Experience

2-4 years business experience working in a communications non-profit governance support business administrative corporate or project management position Req
Less than 2 years Event planning experience Req
Less than 2 years Experience working with Volunteer Boards Committees Pref
Less than 2 years Work experience in Social media Pref
Workforce overseeing or administering websites and website content or working in a web content or editorial production environment Pref

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 BME/EE/MD members in industry or academics)
Capable of 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 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
Working knowledge of HTML and CSS
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 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

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 ADA Requirements. This position is classified under Category I - Office Positions.

All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin disability or status as a protected veteran.

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 managements right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.

Job Summary
This position exists to perform and coordinate committee & operation activities in support of the assigned society/societies in the manner determined by Senior Manager Society Operations with input from the volunteer leadership. It is integral to ensuring that the society 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 the society related volunteer leaders are prepared to do their work in an efficient effective and timely manner. This support involves all society activities and business operations with the primary focus in the areas of:

Society Administration Governance & Committee Support
Digital Content Management & Creation
Finance

and any additional duties as assigned. This role reports to the Senior Manager Society Operations 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 Electron Devices Society in the manner determined by the Societys volunteer leadership as communicated by the Senior Manager Society Operations and in accordance with the Societys norms for quality ethical behavior accuracy and confidentiality

Key Responsibilities

Society Administration Governance & Committee Support (50%): Provides support service to the major Boards Committees and Adhoc Committees of the society as follows:
Prepares administrative meeting schedules notices agendas and supporting materials for the AdCom ExCom and Major Boards using existing governance/agenda tools
Participates in meetings with Chairs to review agendas. Assists in providing rationale for agenda placement and assists with creating a strategy for item approval
Participates in meetings with Chairs to review agendas. Assists in providing rationale for agenda placement and assists with creating a strategy for item approval
Oversees meeting arrangement details for all Boards/Committees
Attends meetings of the AdCom ExCom major boards and other meetings as assigned to capture the proceedings of the meeting draft lists of motions/actions information and/or minutes as appropriate. Yearly indexes each boards minutes/motions. Maintain confidentiality as meetings can/will be held in Executive Session
Assists Society Leadership with updates to Constitution & Bylaws and Society Portfolio Handbook
Biennial review of existing processes and updating activity documents
Management of Society Elections to include committee support publicity/promotion and vendor selection
Manages coordination of IES activities and membership to include program outreach and membership dues.
Follows IEEE policy on archiving all Committee materials for reference
Creates and maintains all Committee and TAB Rosters group email alias files and notifies all participants of inclusion in alias
Prepares monthly membership and chapter statistics reports and lists
Create and setup Membership Campaigns and produce Membership Marketing Advertisement
Annually prepare AdCom/ExCom recognition plaques for retiring members
Working knowledge of Roberts Rules
Coordinate and support Society Review Activity every 5 years
Coordinates and executes all Society sponsored exhibition and events (e.g. Student Paper Competition WIE Lunch with Leaders etc).
Manages Society website Job Opportunities thru selected vendor
Digital Content Management & Creation (30%): Oversees the management and implementation of Website and Social Media as follows:
Maintain and assist with efficiency flexibility and functionality the society web digital and social media presence
Manage and interact with external vendor to ensure resources to effectively manage digital solutions
Support and work with Volunteer Webmaster and Senior Program Specialist to update and implement Societal digital content in a timely and efficient manner
Ensuring content and deliverables meet staff volunteer user technical and creative expectations
Proactively work with staff and volunteer subject matter experts to identify and understand content/updates needing to be developed
Research write and edit content in a variety of other electronic communications and formats
Reviewing on a quarterly basis and update existing content such as web pages electronic presentations and other electronic communications
Proactively working with staff and volunteer teams to raise awareness and socialize content to targeted audiences
Serve as staff contact and support for content and communications issues
Coordination of promotional calendar executing scheduled promos campaign launches and managing web content life cycle
Maintain and manage social media accounts (twitter FB LinkedIn GoogleAds) and execute web stat/social media reports on a monthly basis
Finances Contract Management Purchasing (20%): Oversees the management and budget of the Societys Expenses for Board & Committee Support as follows:
Provides input and assists with preparing the Annual Budget for Society Boards and Committees meetings travel projects Publicity & Promotion and Marketing
Responsible for Vendor selection and contracting for Society Board and Committee purchases and services
Responsible for ensuring Vendor services are completed as contracted and invoices paid in a timely manner
Review for approval and process Volunteer reimbursement for Society supported activities
Coordination of Chapter funding and Award recipient Activities
Other duties as assigned by the Senior Manager Society Operations

Additional Responsibilities

Cross organizational collaboration experience

Required Experience:

Senior IC

EducationBachelors degree or equivalent experience Req Work Experience2-4 years business experience working in a communications non-profit governance support business administrative corporate or project management position Req Less than 2 years Event planning experience Req Less than 2 years Experi...