Sr Society Administrator (E2096F) (Biotech)
Job Summary
This position exists to perform and coordinate committee & operation activities in support of the assigned society/societies in the manner determined by Senior Manager TA Direct Services with input from the volunteer leadership. It is integral to ensuring that the society is compliant and consistent with the policies, procedures, operational and by-laws as directed by the IEEE Board of Directors and the Technical Activities Board and ensures that the society related volunteer leaders are prepared to do their work in an efficient, effective and timely manner. This support involves all society activities and business operations with the primary focus in the areas of:
Society Administration, Governance & Committee Support
Digital Content Management & Creation
Finance
and any additional duties as assigned. This role reports to the Director TA operations & Society Support Services and does not manage any direct reports. This position works under minimal guidelines and makes recommendations for process improvements. The incumbent is accountable for all described actions including results of both internal and external contacts. This position exists to advance the mission of the Society in the manner determined by the Society's volunteer leadership, as communicated by the Director, and in accordance with the Society's norms for quality, ethical behavior, accuracy, and confidentiality
Key Responsibilities
- Society Administration, Governance & Committee Support (50%): Provides support service to the major ITSS Boards, Committees and Adhoc Committees of the society as follows:
- Prepares administrative meeting schedules, notices, agendas and supporting materials for the ITSS AdCom, ExCom and Major Boards using existing governance/agenda tools
- Participates in meetings with Chairs to review agendas. Assists in providing rationale for agenda placement and assists with creating a strategy for item approval
- Participates in meetings with Chairs to review agendas. Assists in providing rationale for agenda placement and assists with creating a strategy for item approval
- Oversees meeting arrangement details for all Boards/Committees
- Attends meetings of the ITSS AdCom, ExCom, major boards and other meetings, as assigned to capture the proceedings of the meeting, draft lists of motions/actions, information and/or minutes, as appropriate. Yearly indexes each board's minutes/motions. Maintain confidentiality as meetings can/will be held in Executive Session
- Assists Society Leadership with updates to Constitution & Bylaws and Society Portfolio Handbook
- Biennial review of existing processes and updating activity documents
- Management of Society Elections to include committee support, publicity/promotion and vendor selection
- Manages coordination of activities and membership to include program outreach and membership dues.
- Follows IEEE policy on archiving all Committee materials for reference
- Creates and maintains all Committee and TAB Rosters, group email alias files and notifies all participants of inclusion in alias
- Prepares monthly membership and chapter statistics, reports and lists
- Create and setup Membership Campaigns and produce Membership Marketing Advertisement
- Annually prepare AdCom/ExCom recognition plaques for retiring members
- Working knowledge of Robert's Rules
- Coordinate and support Society Review Activity every 5 years
- Coordinates and executes all Society sponsored exhibition and events (e.g. Student Paper Competition, WIE, Lunch with Leaders, etc) at ITSS Conferences
- Manages Society website Job Opportunities thru selected vendor
- Digital Content Management & Creation (30%): Oversees the management and implementation of Website and Social Media as follows:
- Maintain and assist with efficiency, flexibility and functionality the society web, digital and social media presence
- Manage and interact with external vendor to ensure resources to effectively manage digital solutions
- Support and work with Volunteer Webmaster and Senior Program Specialist to update and implement Societal digital content in a timely and efficient manner
- Ensuring content and deliverables meet staff, volunteer, user, technical and creative expectations
- Proactively work with staff and volunteer subject matter experts to identify and understand content/updates needing to be developed
- Research, write and edit content in a variety of other electronic communications and formats
- Reviewing on a quarterly basis and update existing content such as web pages, electronic presentations and other electronic communications
- Proactively working with staff and volunteer teams to raise awareness and socialize content to targeted audiences
- Serve as staff contact and support for content and communications issues
- Coordination of promotional calendar executing scheduled promos, campaign launches and managing web content life cycle
- Maintain and manage social media accounts (twitter, FB, LinkedIn, GoogleAds) and execute web stat/social media reports on a monthly basis
- Finances, Contract Management Purchasing (20%): Oversees the management and budget of the Society's Expenses for Board & Committee Support as follows:
- Provides input and assists with preparing the Annual Budget for Society Boards and Committees meetings, travel, projects, Publicity & Promotion and Marketing
- Responsible for Vendor selection and contracting for Society Board and Committee purchases and services
- Responsible for ensuring Vendor services are completed as contracted and invoices paid in a timely manner
- Review for approval and process Volunteer reimbursement for Society supported activities
- Coordination of Chapter funding and Award recipient Activities
- Other duties as assigned by the Senior Manager TA Direct Services
Additional Responsibilities
- Cross organizational collaboration experience
- Bachelor's degree or equivalent experience Req
- 2-4 years business experience working in a communications, non-profit governance support, business administrative, corporate or project management position Req
- Less than 2 years Event planning experience Req
- Less than 2 years Experience working with Volunteer Boards, Committees Pref
- Less than 2 years Work experience in Social media Pref
- Workforce overseeing or administering websites and website content or working in a web, content or editorial production environment Pref
- Communication:
- Possess excellent verbal, written, organizational skills with strict attention to detail
- Ability to write and tailor content for a variety of international audiences (student, young professional, career BME/EE/MD members in industry or academics)
- Capable of speaking effectively on the phone, in virtual meetings, and person to person situations
- Ability to respond to requests/actions in timely and professional manner
- Fluency in another language(s) a plus
- Organization:
- Ability to manage several projects simultaneously
- Ability to work with minimal supervision, interfacing with multiple stakeholders and demonstration of flexibility and creativity
- Handles multiple assignments simultaneously with changing priorities and deadlines while resolving issues
- Ability to manage and motivate a volunteer community to complete tasks
- Coordinating calendars for large groups of volunteers
- Personal time management and keeping Projects on time
- Working independently and as a team in a diverse and fast-moving environment
- Management of service providers
- Ability to work across multiple departments/organizations within and outside of IEEE
- Technology Knowledge:
- Strong Command of various Microsoft Office Suite and Adobe Acrobat Professional with high command of Microsoft Excel and Power Point Presentations
- Working knowledge of HTML and CSS
- Knowledge of and willingness to learn web conferencing, file sharing, web content management systems, project management software and online learning tools
- Must be technologically savvy with a positive and proactive attitude
- Use of web technology (e.g. Constant Contact) to inform and notify Members of Society Activities
- Knowledge of NextGen Financials and Contract management software a plus
- Ability to create and disseminate Society content via Social media and websites
- Experience with website analytic tools
- Working knowledge of Roberts Rules of Order and legal documents regarding bylaws, policies and constitutions
- International/domestic travel required
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.
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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.
