Temporary - Society Admin

IEEE•Piscataway, NJ

About The Position

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, the role supports Society operations across Chapter programs, Publications digital infrastructure, international Conference logistics, Award administration, and Governance. It requires high accuracy, strong organizational skills, and the ability to work independently across multiple digital tools and global time zones.

Requirements

Associate’s Degree or equivalent experience.
Proficiency with Google Workspace, including Google Calendar, Groups, and Sheets; Smartsheet; Slack; and web administration platforms such as WordPress.
Strong analytical, communication, and organizational skills.
Ability to manage multiple competing tasks independently across global time zones.

Nice To Haves

Bachelor’s Degree or relevant experience in an association, non-profit, or academic environment.

Responsibilities

Review and clean data, calculate budgets, and generate PDF documentation for Smartsheet tracking.
Record Member Service Programs (MSP) Author Discount Payment budgets; issue approval or rejection notifications; record travel grant results; and process MSP reimbursements and hotel logistics.
Oversee IDEA application creation; arrange flights, hotels, and conference registrations for awardees; and coordinate IDEA certificate presentation events.
Update Technical Committee activities and monitor and update Distinguished Lecturer (DL) event requests and report statuses.
Schedule international meetings across multiple time zones; manage Google Calendar invitations for ExCom, AdCom, and RAS; run Doodle availability polls; and track meeting follow-ups.
Maintain the official RAS Positions Document and conduct ongoing committee checks, including IROS committee tracking.
Coordinate legal vetting through IEEE processes for AdCom leadership nominations, award candidates, and volunteer positions.
Update websites.
Oversee AdCom and ExCom hotel registrations and logistics for major annual conferences, including ICRA, IROS, and January Planning meetings; assist with conference menu arrangements.
Approve promotional items for chapters and events, manage physical shipments, and handle merchandise purchasing across Society units, including RA-L, Haptics, VP SAC, and MAB.
Process Sustainability Grants, manage communications with the Sustainability Committee, and handle Third-Party Expertise Reports.
Process contracts, invoices, wire transfers, purchase orders, and supplier setups.
Perform other duties as assigned by the Executive Director.