Temporary - Society Admin

APN Consulting, Inc.•Piscataway, NJ

10h•Hybrid

About The Position

The Temporary Administrative Assistant supports the 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.

Requirements

Associate's Degree or equivalent experience.
Proficiency with Google Workspace (Google Calendar, Groups, Sheets), Smartsheet, Slack, and web administration platforms (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 entries, clean data, calculate budgets, and generate PDF documentation for Smartsheet tracking.
Record MSP Author Discount Payment budgets, issue approval/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 (TC) activities and monitor/update Distinguished Lecturer (DL) event requests and report statuses.
Schedule international meetings across multiple time zones, manage Google Calendar invitations (ExCom, AdCom, RAS), run availability polls (Doodle), and track meeting follow-ups.
Maintain the official RAS Positions Document and perform ongoing committee checks (e.g., IROS committee tracking).
Coordinate legal vetting for AdCom leadership nominations, award candidates, and volunteer positions through processes.
Oversee AdCom/ExCom hotel registrations and logistics for major annual conferences (ICRA, IROS, January Planning meetings), as well as assist with conference menu arrangements.
Approve promotional items for chapters/events, manage physical shipments, and handle merchandise purchasing across Society units (RA-L, Haptics, VP SAC, MAB).
Process Sustainability Grants, manage communications with the Sustainability Committee, and handle Third-Party Expertise Reports.
Process contracts, invoices, wire transfers, purchase orders (POs), and supplier setups.
Other Duties as assigned by the Executive Director