Project Specialist TAB (E2816B)

IEEE • Piscataway, NJ

22h • Onsite

About The Position

The overall purpose of this position is to support the timely and effective work of the Technical Activities Operations Team and the TAB Finance Committee, a committee that reports to the TAB Management Committee/Technical Activities Board. Technical Activities is a large, visible, complex organization. They will support the operations related to committee administration and meetings, maintenance of governing documents, financial processes, and communications. The incumbent will also be responsible for special projects assigned by his/her manager. As a member of the Technical Activities Operations staff, they must be a valued participant by identifying and facilitating ways to innovate and improve IEEE and working collaboratively, cooperatively, and comfortably with the highest levels of management.
The incumbent reports to the Sr. Director, TA Operations. As such they have the authority to develop processes and procedures that impact the committee and programs that the incumbent supports. They will serve as an adviser regarding administration and best practices, governance procedures, and policies The position does not have any direct reports but acts independently as the lead for the committee he/she supports. The incumbent is self-directed on day-to-day activities and designs innovative solutions that advance business objectives and priorities for the committee under his/her purview. He/she is authorized to approve purchases and contracts up to $5,000 and recommend annual budgetary needs. The incumbent will be expected to pro actively identify, develop, and execute solutions to issues facing both the committee they support, as well as the overall TA Operations team, applying their problem-solving expertise.
The role also supports the preparation and coordination of TAB Finance Committee agendas, motions, and meeting materials, ensuring items follow established governance and approval pathways.

Requirements

• 4-7 years Business experience working in a non-profit governance support, business administrative, or project management position
• 4-7 years Previous experience working with a volunteer leadership based organization and experience with volunteer meeting management and volunteer Board/Committee support
• Knowledge of professional associations a plus.
• Possess excellent verbal, written, organizational skills with strict attention to detail.
• Ability to excel in fast-moving work environment among a diverse team, as well as independently.
• Ability to handle multiple assignments simultaneously under pressure and with changing priorities to meet deadlines.
• Must possess a high degree of personal integrity and business ethics, as well as appropriate business etiquette.
• Must have excellent interpersonal skills and be able to create, and maintain positive working relationships across staff and volunteer levels, particularly at senior levels.
• Must be willing to understanding IEEE policies and procedures and Society/Council governance and operations.
• With minimal or no guidance, this position is expected to make quick, intellectually sound decisions to resolve a wide variety of issues, requests and challenges presented by staff and committee members that will vary in their complexity; Must be able to apply his/her knowledge of situations in matters regarding IEEE and TA governance and operational processes, and make timely and effective decisions.
• Must be technologically savvy seeking out technology solutions to business challenges.
• Must be able to utilize web conference tools and technologies related to virtual presentations.
• Strong command of various Microsoft Office Suite software applications, specifically Word and PowerPoint. Knowledge of Visio a plus.
• Must be able to utilize the Oracle financial system and membership database for research and analysis.
• Travel to board/committee meetings required.
• Strong workflow management skills, including the ability to track complex approval processes and coordinate deliverables across multiple stakeholder groups

Nice To Haves

• Knowledge of professional associations a plus.
• Knowledge of Visio a plus.

Responsibilities

• Manages the Society/Council volunteer credit card process, which includes, reviewing applications for completeness, setting up the cards, monitoring purchases, reconciling, and canceling cards as needed
• Develops and/or edits content in the TA Operations web site including metrics with data dynamic charts; Continually improves the quality of information and maintains the integrity and timeliness of the web pages; Uploads and refreshes content as appropriate to meet the time lines for various events and to ensure information is timely, relevant, and accurate; this involves communicating with staff from various areas, developing improvements, and implementing changes
• Coordinates projects, provides guidance, and develops materials as needed for both volunteer leaders and senior staff related to meetings/event production, information dissemination and other items related to planning and successful execution before, during and after volunteer events. This could include educational webinars or in person events for Leadership training.
• Acts as a liaison with staff throughout IEEE and specifically with Societies/Council leadership to coordinate efforts with respect to IEEE and TA governance, policies, web tools, best practices, etc.
• Serves as a liaison between Society/Council officers to resolve questions/problems with access to on-line Society/Council financials, between TA Operations and the TA Business Finance (BF) team
• Fulfills other administrative duties and assists with special projects, as assigned to ensure effective operations related to the Technical Activities Operations group
• Supports the routing and tracking of Society/Council funding requests through established Legal, Corporate, and committee review processes.
• Adhere to and refine the process for collecting and socializing S/C and TA-related, fully executed MOUs to ensure that they are tracked through the new NextGen contracting system and that the information is discoverable when it is time to renew the agreements. Thoroughly document the process and develop process improvements as needed to ensure maximum efficiency. Coordinate the renewal of expiring Technical Community MOU’s
• Support the submission process with IEEE Audit for S/C Treasurer and Financial Officer COI/PoBC's
• Create and maintain various rosters and email listservs.
• Provides guidance, support, and subject matter expertise to the TAB Finance Committee and other ad-hoc committees. With input from the TAB Treasurer, helps define the yearly goals of the committee, analyzes areas for improvement within the committee, develops meeting agendas, creates and/or edits presentations on behalf of the committee chair, and communicates on a regular basis with committee members; Develops and conducts a thorough Review of the agenda items and meeting materials for distribution. Attends remote and on-site committee meetings/teleconferences, takes meeting minutes and curates important actions and information into a final version for approval by the committee, follows-up on motions and actions, and reports progress to volunteer leaders.
• Coordinates with staff across TA, Corporate Governance, Periodicals, and Legal to ensure agenda items and supporting materials are aligned and submitted in a timely manner.
• Maintains a one-on-one staff/volunteer team relationship with the chair of the committee. Provides guidance and information to ensure that the volunteers have the information needed to be an active participant and/or presenter at each event; Works with volunteers at all levels within the IEEE in relation to TAB volunteer events
• Serves as a subject matter expert to other IEEE operating units and the Business Finance team, specifically for the assigned volunteer committee; Advises and provides guidance on matters that arise within the TAB Finance committee pertaining to governance and policy interpretation; Provides high-level administrative staff support S/C Funding Requests including: Guidance and Coordination: Provide necessary oversight for all upcoming proposal submissions. Legal and Corporate Review: Confirm that all proposals are thoroughly vetted by IEEE Legal and IEEE Corporate. Approvals: Ensure the established endorsements and approval flow are strictly followed. Agenda Management: Verify that all proposals are added to the appropriate meeting agendas.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree