Society Administrator

Description

Job Summary

The overall purpose of this position is to serve as the primary point of contact for all levels of volunteers within the SOCIETY as well as the staff subject matter expert for the SOCIETY, frequently being the first point of contact for the volunteers. The incumbent will maintain the SOCIETY archive of all business activity within the SOCIETY and assure that all information is up to date in all media types for both internal and external consumption. They/Them ensures that SOCIETY policy documentation is complete and clearly written and will advise and provide direction to volunteers on interpretation of policy as well as working through the governance process to gain approvals for required policy changes. They/Them will provide volunteers with the knowledge and direct access to the information needed to ensure smooth operations for the SOCIETY. The incumbent will provide direct support for committees and events within the SOCIETY. She must have a clear understanding of the operations required to manage the SOCIETY and its activities they are engaged in. Based on regular collaboration with other staff offices, she will develop recommendations regarding best practices and provide them to SOCIETY leaders. This position works independently with minimal supervision and has the ability to make general SOCIETY decisions. The incumbent will also have up to $5,000 in expenditure approval. She will approve expenditures within the materials and services the SOCIETY budget. This position will be expected at times to manage larger project initiatives that require her expertise of the SOCIETY structure, operations and working relationships with other organizational units. She ensures that the TAB goals are understood and represented in the decision process of the project development phase. The role reports to the Director of Technical Activities Operations and Society Support Services, and has no direct reports.

Key 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
• Preforms 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

Documentation and Communications:

• 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.

Web Page Administration:

• Implements regular and annual updates, including but not limited to
  • o SOCIETY Website
  • o Committee membership
  • o Chapter status / officers
  • o Awards
  • o News items
  • o Job announcements
  • o Guidance to conference websites

Annual Audit & Review:

• 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
• Coordinates Committee Activities:
• 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:
  • o Informing DLs of chapter locations
  • o Collecting potential travel dates from DLs
  • o Advertising DLs and their travel schedules to chapters
  • o Share programming ideas and best practices among chapters
• Organizes events, collecting materials for reimbursement
• Maintain mentor / mentee list and aid in soliciting future participants

Data Management:

• Maintains and ensures the integrity of data related to Societal activities including:
  • o Membership
  • o Geographic demographics
  • o Career stage demographics
  • o Under-represented groups demographics
  • o Conference attendance
  • o 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

Qualifications

Education

• Preferably in Technical (e.g., Math, Science, Engineering) or Business Degrees Pref

Work Experience

• Less than 2 years Experience with office management Req
• Must have experience working in a volunteer lead organization Req
• 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

Licenses and Certifications

• 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

Skills and Requirements

• 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.
• Web communications skills with demonstrated experience in web-based communications using the web as a marketing tool including new and interactive/digital media preferred;
• High level of proficiency in Microsoft Office suite required.
• Proficiency with using PowerPoint and Excel is a requirement
• Approximately 30% Travel is required (domestic and international)

Other Requirements:

As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply.

PLEASE NOTE: 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.

For information on work demands and conditions required for this position, please consult the reference document, ADA Requirements. This position is classified under .

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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Disclaimer: This job description is proprietary to IEEE. It outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management's right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.