Society Administrator

IEEE•Piscataway, NJ

22h

About The Position

The Society Administrator serves as the primary point of contact for all levels of volunteers and is the staff subject matter expert for the SOCIETY. This role maintains the SOCIETY archive of all business activity, ensuring information is up-to-date for internal and external consumption. The administrator ensures SOCIETY policy documentation is complete and clearly written, advising volunteers on policy interpretation and working through the governance process for approvals. They provide volunteers with the knowledge and direct access to information needed for smooth SOCIETY operations, offering direct support for committees and events. A clear understanding of SOCIETY operations is essential. The position develops recommendations regarding best practices based on collaboration with other staff offices and provides them to SOCIETY leaders. This role works independently with minimal supervision, has the ability to make general SOCIETY decisions, and has up to $5,000 in expenditure approval within the SOCIETY budget. The administrator will manage larger project initiatives requiring expertise of the SOCIETY structure, operations, and relationships with other organizational units, ensuring TAB goals are understood and represented in project development. The role reports to the Director of Technical Activities Operations and Society Support Services and has no direct reports.

Requirements

Less than 2 years Experience with office management Req
Must have experience working in a volunteer lead organization Req
Must be willing to work towards or have earned either the Project management Professional (PMP) designation or the Certified Association Executive (CAE) the Certified Association Executive (CAE) Req
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

Nice To Haves

preferably in Technical (e.g., Math, Science,Engineering) or business degrees Pref
Prior association experience Pref
Experience in corporate communications planning is helpful, including the ability to translate business goals and strategy into communications campaigns, and implement communications programs Pref
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

Works with the SOCIETY President and coordinates SOCIETY activities to assure they remain on schedule through regular interaction with all SOCIETY Officers, Board of Governors, Directors, and Committee’s Chairs
Oversees all Volunteer Relations Programs of assigned IEEE SOCIETY
Oversees Conference and Meeting Program to include MOU’s and contracts, meeting specifications, WebEx & webinar coordination
Coordinates Finance & Budget Operations SOCIETY Treasurer and the liaisons of related business units including SOCIETY conferences and IEEE finance
Maintains the master calendar for the SOCIETY
Coordinates scheduling and preparation for BoG and committee meetings
Create agendas and minutes for all meetings
Provides all aspects of meeting planning and on-site support
Supports the archiving and change management of all regular documents and activities
Oversees the set up officer dinners and retreats, Board of Governors lunches, and Board of Governors meetings
Maintains records on proposed changes to constitution and bylaws
Leads the implementation of policy changes approved by the BoG through IEEE procedures and governance
Performs contract reviews, invoice payments, and other finance related matters
Grant reporting and tracking for special projects
Gathers and processes reimbursement requests for all volunteers
Fosters interaction with / learning from other societies
Guides the SOCIETY with respect IEEE changes and initiatives and how they would affect the SOCIETY (e.g., changes in the algorithm that determines SOCIETY's IEEE Xplore income)
Provides the President and SOCIETY Officers with guidance and support with preparation for TAB reviews and meetings.
Guides with writing SRC and Transactions review reports
Provides input in order to assist with booths, publicity and promotional collateral materials, membership growth & retention programs, chapter formation and funding support
Coordinates Awards and Grants Programs/Processing
Support the SOCIETY Awards Luncheon
Creates brochures and scripts for the SOCIETY’s annual symposium
Order and distribute plaques and certificates
Work with new SOCIETY Presidents and Treasures to assure they are up to speed as fast as possible after a change over from year to year
Continuously improves the quality and information included in IEEE governance documents related to the SOCIETY
Develops and maintains content development and distribution, e-news, and dissemination of information dissemination. Inform volunteers of policy changes and supporting procedures.
Implements regular and annual updates, including but not limited to SOCIETY Website, Committee membership, Chapter status / officers, Awards, News items, Job announcements, Guidance to conference websites
Implements and reviews process to discover and correct broken links and inaccurate or out of date information, make suggestions to online committee for website improvements
Provides SOCIETY committees with support
Maintains data on locations of past events and on individuals expressing possible interest for future events, etc.
Manages interactions relating to these committees
Collects and organizes materials for proposals and past events
Serves as a clearing house for and provide information on procedures, past examples, best practices, etc.
Maintains up to date information on chapter officers and activities
Coordinate with the Distinguished Lecturer Program Chair in: Informing DLs of chapter locations, Collecting potential travel dates from DLs, Advertising DLs and their travel schedules to chapters, Share programming ideas and best practices among chapters
Organizes events, collecting materials for reimbursement
Maintain mentor / mentee list and aid in soliciting future participants
Maintains and ensures the integrity of data related to Societal activities including: Membership, Geographic demographics, Career stage demographics, Under-represented groups demographics, Conference attendance, Impact of initiatives (e.g., differential pricing, advertising, etc.)
Provides reports from the data collected above for volunteers and committee.
Interfaces with IEEE administrative functions