Job Summary
The Senior Society Administer is a highly energized, technical savvy team member with a passion for innovation and the innate ability to learn new programs quickly, embrace new technology and seek out creative ideas to apply to Society programs and activities. This person must work well under pressure, be extremely organized, maintain workload balance, set priorities in a deadline-driven environment and represent the IEEE in a professional manner.
The incumbent will perform and coordinate committee & operation activities for the IEEE Solid-State Circuits Society (SSCS) in the manner determined by the Society Executive Director with input from the volunteer leadership. It is integral to ensuring that SSCS 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 SSCS-related volunteer leaders are prepared to do their work in an efficient, effective and timely manner.
This role will be accountable for a variety of SSCS activities and business operations, working autonomously or under general guidance and as a subject matter expert for the following program areas:
• Membership, encompassing that standing committee and the Chapter subcommittee, and assisting the Society Executive Director in supporting the Fellow Search and Fellow Evaluation subcommittees
• Technical Committees, currently encompassing future-facing technologies (SSCD) and open-source integrated circuit design (TC-OSE), plus others that may be created by volunteer leadership
• Councils, Communities, and Initiatives (CCIs) in which SSCS is a participant.
• The Student Engagement Ad Hoc Committee
• The Nominations Committee
• The Conferences Committee
• Additional duties as assigned
The Senior Society Administrator is expected to have consistent communication with management on developments, problems, and status of projects; and support team members to establish a consistent level of quality, accuracy and compliance to departmental and industry standards. They will work with minimal supervision and be expected to apply their knowledge of situations in matters regarding supported programs and will be expected to apply that knowledge to make rapid and effective decisions. In addition, the incumbent will be a resource to the department and continuously work to identify and facilitate ways to innovate and improve inter-department and intra-department procedures.
This role functions as an individual contributor and reports to the Society Executive Director, SSCS.
Key Responsibilities
Specific duties include, but are not limited to:
- Serve as a Liaison / support staff assigned to the VP of Membership and the Chapter Chair, including assisting in logistics and meeting planning for any Membership standing committee events and/or Chapter subcommittee events at conferences; ensuring timely and accurate disbursement of Chapter subsidies; coordinating new-chapter applications; assisting in creating membership brochures and collateral; generating membership reports for marketing campaigns and committee meetings; collaborating with other IEEE groups (TA Audience Engagement, MGA) to ensure distribution of up-to-date welcome letters to all new society members ; and providing data, including analysis and benchmarking, as needed
- Support the Solid-State Circuits Directions (SSCD) and the Technical Committee on the Open-Source Ecosystem (TC-OSE) by organizing committee meetings; keeping records in alignment with the Executive Office’s role as the society's institutional memory; analyzing data and making actionable recommendations; and assisting in the organization of the PICO open-source Chipathon and in selection and awarding of Code-a-Chip travel grants.
- Support SSCS's participation in IEEE Councils, Communities and Initiatives by assisting the society Vice President with reporting/analysis, and keeping memoranda of understanding and other agreements up to date.
- Support the Student Engagement ad hoc with reporting/analysis, and providing operational support for the committee’s initiatives.
- Support the Nominations Committee by organizing meetings in a timely manner to form an annual slate for members at large, and by coordinating with IEEE elections to hold that election. Also support the committee in the selection of society president and vice president candidates in odd-numbered years.
- Support the Conferences Committee through data gathering, analysis, and archiving related to both our financially sponsored and technically sponsored events.
- Use existing governance/agenda tools to prepare administrative meeting schedules, notices, agendas and supporting materials for supported committees.
- Attend meetings of the SSCS AdCom, select IEEE committees, and other meetings, as assigned. Assist in the organization and execution of AdCom meetings as appropriate. Maintain confidentiality as meeting segments can/will be held in Executive Session
- Assist Executive Director with updates to SSCS Constitution, Bylaws, and other governing documents
- Follow IEEE policy on archiving and curation of all committee materials for reference
- Create and maintain all SSCS committee lists/rosters and group email alias across various platforms (staff shared drive, website, IEEE Roster page)
- Coordinate input on assigned program areas for the Society and Council Review Committee (SCRC) review every five years
- Partner with committee chairs to develop new products (workshops, webinars, podcasts, etc.) for technical areas and publications sponsored by SSCS
- Process independent contractor forms, small vendor registration, master service agreements (MSAs) as needed.
- Other tasks as assigned by the Executive Director on an as-needed basis.
Education
- Bachelor's degree or equivalent experience Req
Work Experience
- 2-4 years Business experience working in a communications, non-profit governance support, business administrative, science technology, conference or project management position Req
- Previous experience working with volunteer leadership based organizations Pref
- Previous experience working with Roberts Rules of Order, bylaws, policies and constitutionally based organization structures Req
- Volunteer meeting management and conference development experience Req
Skills and Requirements
- Ability to analyze process driven workloads
- Ability to work with financial data; must understand basic budgeting and accounting practices including but not limited to process financial statements, balance sheets, invoices and IEEE service agreements
- Must be capable of developing efficient business processes and examining existing processes for cost and time efficiencies
- Must have a proven ability to work with IEEE technical societies and councils. Alternatively this is equivalent to working across departments and job function in a corporate setting. Knowledge of the IEEE infrastructure is desired
- Excellent written and verbal communication skills to support program management as well as new initiative proposal development, contract negotiation, tracking and reporting
- Excellent interpersonal skills and organizational abilities
- Must be able to manage several different projects at once, maintain focus and prioritize tasks to complete goals within set timeframes
- Excellent organizational skills, ability to manage several projects simultaneously
- Must be able to adapt as the landscape within this position changes based on needs of the business
- Must be a technologically savvy and literate who applies the benefits of technology to his or her work environment, keeps abreast of current technologies within the engineering and scientific community, and provides assistance whenever necessary during volunteer events
- Must understand or have the ability to understand the systems IEEE uses to deploy its intellectual property; Must be able to utilize web conference tools and technologies related to virtual presentations and regularly use web content management systems/technology and a daily user of off-the-shelf word processing, presentation and spreadsheet software
- Demonstrated advanced and daily use of Microsoft Excel, effective email communications and the Internet for research and communication, plus a regular user of large databases, such as those used for association management or meeting registration
- Travel required; must possess valid travel credentials
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.
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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.