Temporary Society Admin

The Temporary Administrative Assistant supports the IEEE Robotics and Automation Society (RAS) Executive Office by managing daily operational analytical financial and digital administrative tasks. Working closely with staff and volunteer leadership this role ensures smooth Society operations across Chapter programs Publications digital infrastructure international Conference logistics Award administration and Governance support. The position requires high accuracy strong organizational skills and the ability to work independently across multiple digital tools and global time zones.

• Data Verification & Smartsheet Records: Review entries clean data calculate budgets and generate PDF documentation for Smartsheet tracking.

• Member Service Programs (MSP): Record MSP Author Discount Payment budgets issue approval/rejection notifications record travel grant results and process MSP reimbursements and hotel logistics.

• IDEA Program Coordination: Oversee IDEA application creation arrange flights hotels and conference registrations for awardees and coordinate IDEA certificate presentation events.

• Technical Committees & DL Support: Update Technical Committee (TC) activities and monitor/update Distinguished Lecturer (DL) event requests and report statuses.

• Meeting Coordination & Scheduling: Schedule international meetings across multiple time zones manage Google Calendar invitations (ExCom AdCom RAS) run availability polls (Doodle) and track meeting follow-ups.

• Roster & Committee Tracking: Maintain the official RAS Positions Document and perform ongoing committee checks (e.g. IROS committee tracking).

• Volunteer Vetting: Coordinate legal vetting for AdCom leadership nominations award candidates and volunteer positions through IEEE processes.

• Website updates

• Conference Logistics: Oversee AdCom/ExCom hotel registrations and logistics for major annual conferences (ICRA IROS January Planning meetings) as well as assist with conference menu arrangements.

• Promotional Goods & Merchandise: Approve promotional items for chapters/events manage physical shipments and handle merchandise purchasing across Society units (RA-L Haptics VP SAC MAB).

• Sustainability & Specialty Grants: Process Sustainability Grants manage communications with the Sustainability Committee and handle Third-Party Expertise Reports.

• Financial Administration: Process contracts invoices wire transfers purchase orders (POs) and supplier setups.

• Other Duties as assigned by the Executive Director

• Required: Associates Degree or equivalent experience.

• Preferred: Bachelors Degree or relevant experience in an association non-profit or academic environment.

• Technical Skills: Proficiency with Google Workspace (Google Calendar Groups Sheets) Smartsheet Slack and web administration platforms (wordpress).

• Key Competencies: Strong analytical communication and organizational skills; ability to manage multiple competing tasks independently across global time zones.