Activities Specialist, Technical Communities

IEEE is an EEO/AAP Employer/Protected Veterans/Disabled Job Description - Activities Specialist, Technical Communities (260235) Job Description Activities Specialist, Technical Communities - 260235 : KNW-A20 Description The Activities Specialist position proactively supports and assists the robust volunteer Technical Communities and activities across the fields of interest of the IEEE Computer Society (CS). This person is primarily responsible for oversight of and portfolio management for assigned CS volunteer communities, and provides advice and encouragement to volunteer leaders creating and participating in a variety of technical activities. Primary focuses for this role are: overseeing a portfolio of activities under select Technical Committees, ensuring compliance with IEEE and CS policies, budget reviews and hotel/vendor contracting and assistance with planning and/or onsite logistics. This individual must be able to manage multiple portfolios simultaneously and accommodate the individual needs of committees, volunteers, staff, and attendees as requested. The role will report to a Manager and has no direct report. The incumbent will work under the general direction of the manager and alongside a team with similar responsibilities and will be expected to research issues and determine the appropriate course of action with limited supervision. Key Responsibilities Volunteer Management & Communications (30%) Act as the primary point of contact for assigned Technical Community portfolios, volunteers activities or internal projects as assigned. Coordinate communications and provide general guidance among volunteers and internal IEEE/Computer Society staff, often acting as a direct liaison between these parties. Provide routine updates to the Supervisor and keep them apprised of challenges, concerns or issues that could jeopardize workflow or adherence to policies or procedures. Portfolio Process, Compliance and Database Management (30%) Ensure that collection of activities within each portfolio follows the specific guidelines, policies and processes in order to be considered for CS financial sponsorship and provide follow-up communications with volunteers as necessary. Work closely with volunteers and various partners within IEEE to support the preparation and submission and approval of the internal Application process Assist in preparation and review of budgets and collaborate with volunteers in budget questions or concerns. Coordinate and support the updating of budgets during all phases of planning, implementation, and closing. Review, submit and ensure compliance of all contracts associated with portfolio activities. Submit requests for Purchase Orders (POs) to align with contractual obligations. Assist with payments to vendors through IEEE Channels, if necessary. Consistently maintain/support overall CS Information Spreadsheet and Database based on portfolio progress. Technical Community Portfolio and Activity Management (20%) Organization and execution of some or all aspects of assigned Technical Community Portfolio Activities within budget plans and/or guidelines (F&B, Setup, AV, Special Activities, shipping, etc.). Prepare meeting-specific Requests for Proposal (RFPs) for vendors/supplies as needed and provide cost analysis comparison of RFPs and provide recommendations to technical community volunteers. Oversee the scheduling of vendors and/or other subcontractors if applicable. Onsite management when required. Specialists will work with venue and all vendors to ensure that all activities are executed seamlessly. Provide some recommendations for strategic planning efforts, business forecasting and project management. Work with the Manager on a continuous review of portfolio and internal process improvements. Provide research assistance on relevant best practices from relevant organizations, and proposed concrete plans to integrate them into existing Computer Society processes. Travel Information : 20% Domestic and International Must be able to travel and hold a valid passport to support TC activities. Qualifications Education Bachelor's degree or equivalent experience required. Work Experience 2-4 years Domestic and international professional event planning experience in the realm of meetings required. Association event planning experience required. Licenses and Certifications Certified Meeting Planner certification or CMP designation must be attained within the first two (2) years of employment required. Skills and Requirements Industry professional with excellent knowledge and thorough comprehension of event location analysis, logistics, and management of events from conception to completion. Negotiation and contracting skills-ability to understand and interpret financial data. Excellent project and time management skills with the ability to prioritize and oversee multiple events concurrently-skilled multitasking. Excellent listening, organizational, planning and time management skills. Flexibility and the ability to adapt to change in a dynamic environment. Must be committed to working both independently and as a team player. Must be able to travel domestically or internationally. Must be technology savvy, and display a willingness to seek out technology solutions to business challenges. Proven ability to adapt quickly to new software applications and use technology-based tools to accomplish work. Familiarity with database applications. Proficiency in MS Office applications (WORD, Excel), and electronic mail applications. Ability to identify problems and/or opportunities, assess associated risks and recommend effective solutions or actions, often in real time. Ability to make decisions without relying on established precedent. 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 Category I - Office Positions. 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. A non-profit organization, IEEE is the world's leading professional association for the advancement of technology. #J-18808-Ljbffr IEEE