Project Specialist TAB (E2816B)

Job Summary Job Summary 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. They report to the Sr. Director, TA Operations and have authority to develop processes and procedures that impact the committee and programs they support. 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 they support. They are self‑directed on day‑to‑day activities and design innovative solutions that advance business objectives and priorities for the committee under their purview. They are authorized to approve purchases and contracts up to $5,000 and recommend annual budgetary needs. They are expected to proactively identify, develop, and execute solutions to issues facing both the committee they support and 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. Key Responsibilities Operational/Project Support – 50%: 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 dynamic data charts; continually improves the quality of information, maintains the integrity and timeliness of the web pages, uploads and refreshes content to meet event timelines, and ensures information remains timely, relevant, and accurate while communicating with staff, developing improvements, and implementing changes. Coordinates projects, provides guidance, and develops materials for volunteer leaders and senior staff related to meetings, event production, information dissemination, and planning and execution of volunteer events, including 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, and best practices. Serves as a liaison between Society/Council officers to resolve questions/problems with access to online 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. Memorandum of Understanding (MOU’s): Supports the routing and tracking of Society/Council funding requests through established Legal, Corporate, and committee review processes. Adheres to and refines the process for collecting and socializing S/C and TA‑related, fully executed MOUs to ensure they are tracked through the new NextGen contracting system and that the information is discoverable when it is time to renew the agreements. Thoroughly documents the process and develops process improvements as needed to ensure maximum efficiency. Coordinates the renewal of expiring Technical Community MOUs. Supports the submission process with IEEE Audit for S/C Treasurer and Financial Officer COI/PoBC's. Creates and maintains various rosters and email listservs. Committee/Volunteer Support – 50%: 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 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 agenda items and meeting materials for distribution. Attends remote and on‑site committee meetings/teleconferences, takes minutes, 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 volunteers have the information needed to be an active participant and/or presenter at each event; works with volunteers at all levels within 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 for 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. #J-18808-Ljbffr Institute of Electrical and Electronics Engineers, Inc.