Society Administrator - EMC / PSCS (E5042)

IEEE•Piscataway, NJ

1d•Onsite

About The Position

The Society Administrator serves as a primary staff point of contact for volunteers and leadership within the IEEE Electromagnetic Compatibility Society (EMC-S) and Product Safety Engineering Society (PSES), providing comprehensive administrative, governance, operational, and program support to both societies. The position works closely with Society Presidents, Executive Committees, Boards of Directors/Governors, committee chairs, and IEEE staff to ensure effective and timely execution of society business. The Society Administrator develops a strong understanding of each society's governance structure, policies, programs, priorities, and operating practices and provides guidance to volunteers on IEEE and society-specific policies and procedures. The Society Administrator maintains official society records and archives, supports governance and policy documentation, coordinates meetings and events, administers awards and grant programs, supports financial and contractual processes, and ensures accurate and timely communication of society information across internal and external channels. Working collaboratively with IEEE staff and volunteer leadership, the Society Administrator identifies operational best practices, recommends process improvements, and helps ensure continuity as volunteer leadership changes. The position operates with a high degree of independence and is expected to proactively identify issues, track deliverables, communicate risks, and drive assigned activities through completion. The position may also manage larger projects and strategic initiatives requiring knowledge of society operations, IEEE organizational structures, and coordination across multiple IEEE business units.

Requirements

Bachelor's degree or equivalent experience preferably in Technical (e.g., Math, Science, Engineering) or business degrees
Less than 2 years Experience with office management
Must be willing to work towards or have earned either the Project management Professional (PMP) designation or the Certified Association Executive (CAE)
Must be able to engage with high performing teams.
Experience with tracking metrics for achievement goals.
Strong project management skills, with focus on execution and project completion
Must be able to work independently, prioritize tasks, meet deadlines, interface with multiple stakeholders, and demonstrate flexibility and creativity in a dynamic work environment.
May manage vendor relationships and must possess the project management ability needed to accomplish those assignments.
Must have experience in negotiating and securing contracts with outside vendors, and is responsible for ensuring that contractual obligations are fulfilled.
Strong organizational skills and attention to detail is required.
Must demonstrate resourcefulness in reasoning and thinking through all various aspects of a problem and acts decisively in handling difficult issues for which no precedent exists.
Must be a conceptual, creative thinker with a strong business acumen to juggle multiple business priorities including balancing strategic and operational decision-making.
Must be able to effectively balance the intricacies of the volunteer governance model within an employee personnel structure.
Must be able to identify and analyze operations management reports including budgeting and organization metrics.
Must be a technologically savvy knowledge worker who seeks out technology solutions to business challenges and can apply to his or her work environment.
Must be able to use the internet for research.
High level of proficiency in Microsoft Office suite required.
Proficiency with using PowerPoint and Excel is a requirement.
Individuals currently serving on an IEEE board or committee are not eligible to apply.

Nice To Haves

Must have experience working in a volunteer lead organization
Prior association experience
Experience in corporate communications planning is helpful, including the ability to translate business goals and strategy into communications campaigns, and implement communications programs
Web communications skills with demonstrated experience in web-based communications using the web as a marketing tool including new and interactive/digital media preferred

Responsibilities

Serve as a primary staff point of contact for EMC-S and PSES volunteer leadership, officers, committees, and other stakeholders.
Develop and maintain strong working relationships with Society Presidents, Executive Committees, Boards, committee chairs, and IEEE staff partners.
Coordinate society activities and proactively track deadlines, deliverables, decisions, and follow-up actions.
Maintain master calendars of society meetings, events, governance deadlines, awards, grants, elections, and other key activities.
Provide volunteers with timely access to policies, procedures, historical information, templates, and other resources necessary to conduct society business.
Provide continuity and institutional knowledge as volunteer officers and committee leadership transition.
Identify operational challenges and recommend solutions and best practices to society leadership.
Coordinate with other IEEE societies and organizational units to share best practices and improve operational effectiveness.
Provide administrative and governance support for Boards, Executive Committees, and other assigned committees.
Coordinate scheduling and logistical preparation for Board, committee, and leadership meetings.
Prepare and distribute meeting materials, agendas, supporting documentation, action items, and minutes.
Maintain accurate records of motions, decisions, approvals, and follow-up actions.
Track proposed and approved changes to Constitutions, Bylaws, Policies and Procedures, Operations Manuals, and other governance documents.
Advise volunteers on established IEEE and society governance policies, procedures, and approval processes.
Coordinate required governance reviews and approvals with appropriate IEEE staff and organizational units.
Maintain official society governance records and historical archives.
Coordinate virtual and in-person Board, committee, and leadership meetings.
Provide meeting planning and on-site support as required.
Coordinate meeting space, audiovisual requirements, food and beverage, attendee logistics, and supporting materials.
Organize society leadership dinners, retreats, lunches, receptions, and related functions.
Coordinate meeting documentation and post-meeting follow-up.
Maintain historical information regarding previous meetings, events, locations, and logistical requirements.
Develop, maintain, and improve society operational and governance documentation.
Ensure society information is accurate, current, clearly written, and appropriately archived.
Communicate policy, procedure, deadline, and operational updates to volunteer leadership.
Support development and distribution of newsletters, e-news, announcements, social media content, and other society communications.
Coordinate information and materials across committees, volunteers, and IEEE staff.
Maintain templates, historical examples, procedures, and best-practice resources for volunteer use.
Coordinate regular updates to society websites and other digital platforms.
Maintain accurate online information related to: Society leadership and committee membership, Chapters and chapter officers, Awards and grants, News and announcements, Job postings and opportunities, Society programs and initiatives, Governance documents and policies.
Coordinate with appropriate volunteers and IEEE staff regarding conference and committee web content.
Conduct periodic reviews of society websites to identify outdated information, broken links, and inaccurate content.
Recommend improvements to website structure, content, and usability.
Coordinate society awards, grants, scholarships, and recognition programs.
Maintain program schedules, submission records, selection documentation, and recipient information.
Coordinate award and grant communications with applicants, recipients, volunteers, and IEEE staff.
Order and distribute plaques, certificates, recognition items, and other award materials.
Track grant requirements, reporting deadlines, payments, and required documentation.
Maintain historical records of award and grant recipients.
Support society financial processes in coordination with appropriate IEEE staff.
Process invoices, purchase requests, reimbursements, and other financial transactions.
Collect and process volunteer reimbursement documentation.
Assist with contract and agreement review and routing through appropriate IEEE approval processes.
Track financial commitments associated with society programs, meetings, grants, vendors, and other activities.
Maintain supporting documentation and provide status updates to society leadership as needed.
Provide administrative and operational support to assigned society committees.
Maintain current records of committee membership, chapter officers, and chapter activities.
Coordinate communications among committees, chapters, society leadership, and IEEE staff.
Maintain historical records and reference materials related to committee and chapter activities.
Collect and organize proposals, reports, event materials, and other committee documentation.
Serve as a resource for procedures, historical examples, templates, and best practices.
Support chapter engagement and chapter-related programs and initiatives.
Coordinate administrative support for Distinguished Lecturer and similar volunteer programs.
Maintain lecturer, chapter, and program information.
Assist with communications between Distinguished Lecturers and chapters regarding availability, locations, and scheduling.
Promote lecturer opportunities and programming information to chapters.
Share programming ideas and best practices among chapters.
Coordinate program-related events and reimbursement documentation.
Maintain mentor/mentee and other volunteer program records and assist with participant recruitment and communications.
Maintain accurate society operational data and ensure the integrity of records used for planning and decision-making.
Coordinate and maintain information related to membership, chapters, conferences, programs, awards, grants, and volunteer activities.
Support analysis of membership and participation trends, including geographic, career-stage, and other relevant demographic information.
Track participation and outcomes associated with society initiatives and programs.
Prepare reports, summaries, and supporting data for Society Presidents, Executive Committees, Boards, committees, and IEEE staff.
Interface with appropriate IEEE administrative and data functions to obtain, validate, and maintain society information.
Manage assigned society projects and initiatives from planning through completion.
Develop project schedules, track milestones and deliverables, and coordinate activities across volunteers and IEEE staff.
Proactively identify risks, dependencies, delays, and unresolved action items and escalate them when appropriate.
Coordinate projects involving multiple IEEE departments, societies, committees, or external partners.
Ensure projects are aligned with society objectives, IEEE policies, and applicable Technical Activities Board requirements.
Provide regular status updates to society leadership and management.