Senior Society Administrator EPS - PartTime

IEEE•Piscataway, NJ

20h

About The Position

The Senior Society Administrator is a highly energized, technical savvy team member with a passion for innovation and the innate ability to learn new programs quickly, embrace new technology and seek out creative ideas to apply to Society programs and activities. This person must work well under pressure, be extremely organized, maintain workload balance, set priorities in a deadline-driven environment and represent the IEEE in a professional manner. This position is responsible for providing administrative support to the EPS Executive Office. This includes supporting the EPS Executive Director with reporting and high level analysis as well as administrative duties for EPS Board of Governors, designated functional teams, adhocs and support committees. This position works independently with minimal supervision. The incumbent will perform and coordinate committee & operation activities for the IEEE Electronics Packaging Society (EPS) in the manner determined by the Society Executive Director with input from the volunteer leadership. It is integral to ensuring that EPS 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 EPS-related volunteer leaders are prepared to do their work in an efficient, effective and timely manner. This role will be accountable for a variety of activities and business operations, working autonomously or under general guidance and as a subject matter expert for the following program areas: • Membership • Awards • Technology • Conferences • Additional duties as assigned In addition, the incumbent will be a resource to the department and continuously work to identify and facilitate ways to innovate and improve inter-department and intra-department procedures. The Senior Society Administrator is expected to have consistent communication with management on developments, problems, and status of projects; and support team members to establish a consistent level of quality, accuracy and compliance to departmental and industry standards. This role functions as an individual contributor and reports to the Society Executive Director

Requirements

Associate's degree or equivalent experience Req
Bachelor's degree or equivalent experience or equivalent experience Req
2-4 years Req
Excellent written and verbal communication skills to support program management.
Must be capable of developing efficient business processes and examining existing processes for cost and time efficiencies.
external vendors, members/volunteers, and/or other clients.
Excellent interpersonal skills and organizational abilities.
Ability to apply instructions and established procedures and guidelines and choose a solution from prescribed options.
Must be able to balance multiple tasks and effectively prioritize and anticipate needs.
Proficiency in MS Office applications especially MS Word, Excel, and PowerPoint, use of internet and web-based email.
Must be familiar with systems/applications utilized by the department for expense management, procurement, budgeting, and other business activities.
Demonstrated written communication skills.
Strong verbal communication and listening skills.
Effective interpersonal skills.
Ability to drive multiple projects to successful completion.
Project Demonstrated project management skills.
As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply.
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.

Nice To Haves

Highly energized, technical savvy team member with a passion for innovation and the innate ability to learn new programs quickly, embrace new technology and seek out creative ideas to apply to Society programs and activities.
Must work well under pressure, be extremely organized, maintain workload balance, set priorities in a deadline-driven environment and represent the IEEE in a professional manner.
Works independently with minimal supervision.
Accountable for a variety of activities and business operations, working autonomously or under general guidance and as a subject matter expert.
Resource to the department and continuously work to identify and facilitate ways to innovate and improve inter-department and intra-department procedures.
Expected to have consistent communication with management on developments, problems, and status of projects; and support team members to establish a consistent level of quality, accuracy and compliance to departmental and industry standards.

Responsibilities

Coordinate and facilitate logistics, agendas, and meeting planning for functional team calls including membership, conferences, technical committees and the EPS operating committee.
Manage Society Level Awards program - replicate nomination forms on Open Water, send announcements, monitor nominations, validate submissions, process payments (checks, wire transfers, supplier adds).
Prepare payments to vendors, Society awards, travel grants, chapter subsidy requests, distinguished lecturers, etc.
Perform data gathering, basic analysis, and issue resolution of core society business functions as needed.
Monitors and supports performance metrics for various strategies and initiatives.
Creating membership brochures and collateralsis and benchmarking, as needed.
Coordinate requests for promo codes offering free or discounted membership, including tracking their effectiveness.
Produce and distribute award/grant certificates/plaques.
Support volunteer committees and staff leadership as appropriate.
Maintain web and social media outlets with latest EPS communications.
Coordinate and curate content for monthly e-newsletter and digital newsletter.
collaborating with other IEEE groups on best practices and the latest tools.
Answer inquiries from members, chapter chairs, volunteers, DLs, etc.
Use existing governance/agenda tools to prepare administrative meeting schedules, notices, agendas and supporting materials for supported committees.
Attend Functional Team meetings. Assist in the organization and execution of BoG meetings as appropriate.
Create and maintain all EPS committee lists/rosters and group email alias across various platforms (staff shared drive, website, IEEE Roster page).
keeping records in alignment with the Executive Office’s role as the society's institutional memory.
Other tasks as assigned by the Executive Director.
Support Society Strategic Initiatives as needed.