Sr. Administrator Educational Activities Board and Committee Operations
June 1, 2018
Full Time - Experienced
Administrative, Clerical, Support, Membership
IEEE is the world’s largest professional association advancing technology for the benefit of humanity. We are a catalyst for exciting breakthroughs in computing, sustainable energy systems, aerospace, communications, robotics, healthcare, and many other disciplines that improve the quality of life. Discover your future as part of the IEEE team. Consider the following opportunity:
Educational Activities Board and Committee Operations
The successful applicant will provide coordination and detailed support for the Vice President, the IEEE Educational Activities, the IEEE Educational Activities Board (EAB) and its Standing Committees, assigned projects and activities. Responsibilities will include support of the IEEE Educational Activities Board, the EAB Awards & Recognition Committee (ARC) and Awards Program, the EAB Nominations & Appointments Committee (N&A) and the IEEE Eta Kappa Nu (IEEE-HKN) Board of Governors. Beyond these committees, the role includes serving as a resource for volunteer/committee management within the EA department. Additionally, the role guides and supports volunteers and staff on managing, executing, assessing and implementing best practices.
This position is required to carry out extensive and effective interaction with the global IEEE volunteer community, all levels of the IEEE professional staff, and external organizations to support the expansion of projects and programs.
The role is responsible for financial oversight relative to volunteer and department expenses under EAB Support (including committee travel, meeting accommodations, staff travel, N&A and awards related accounts).
The position works under minimal supervision, makes most decisions based on his/her best judgment, experience and established procedures and policies and has authority to approve invoices, expense reports and check requests.
General Volunteer Support to the EAB and its Committees (50%)
Design, create, and maintain EAB and EAB Committee web pages and web rosters.
Collaborate with EA marketing to recommend and develop content for the EA volunteer electronic newsletter.
Create and maintain EA email aliases and mailing lists as required for individual volunteer leaders and group lists for EAB, committees and special project groups.
Review and reconcile EA Governance and EAB volunteers’ expenses and expense reports, including cost-management (expense tracker) status report
Research and provide guidance regarding all aspects of meeting planning
Provide on-site support for meetings
Prepare EAB Call for Agenda items and reports
Prepare and disseminate agendas and minutes including creating and updating websites with pertinent materials
Prepare pre- and post-meeting logistics including complete interface with MPS as the primary EA representative on the Business Administration Team (BAT) for venue selection for events and menu planning
Adhere to established budget for meetings
Support other EAB committees as needed. Assisting committee chairs/volunteers in the completion of special projects.
Awards Program and Awards and Recognition Committee Oversight (35%)
Work proactively with volunteers and other stakeholders to conceive and develop a comprehensive EAB Awards program
Support the ARC including attending on-site meetings, preparation of meeting materials, agendas, meeting summaries and communications including nomination packages
Research effective methods and strategies for promoting the EAB Awards program and the dissemination of the Call for Nominations
Create and manage awards website(s) including on-line submission of nomination packages
Monitor and manage all award submissions for validity, completeness and correctness
Manage correspondence with EAB Award recipients and nominators of non-recipients
Plan EAB Awards Presentation including venue selection, development of a script for the awards presentation, management of travel arrangements for award recipients, menu selection, overseeing the ordering and presentation of award plaques and honorarium distribution and reconciliation of recipients’ expense reports
Nominations and Appointments Committee Support (5%)
Support the EA VP and EAB N&A Chair and Committee to carry out processes, including developing the call for nominations for distribution throughout the IEEE organization, create and manage website for the on-line submission of nomination packages and maintain historical information files
Support the EA N&A Committee, including attending meetings, preparation of meeting materials, agendas and meeting summaries
Research effective methods and strategies for promoting the EAB Nominations and Appointments program
Providing guidance regarding potential candidates for membership on EAB and all related committees; and preparation of appointment letters and communicating with new appointees
IEEE Eta Kappa Nu Board of Governors Operational Support (5%)
Research and provide guidance regarding all aspects of volunteer management.
Assist IEEE HKN staff to prepare and disseminate agendas and minutes with pertinent materials
Prepare pre- and post-meeting logistics including complete interface with MPS as the primary EA representative on the Business Administration Team (BAT)
Serve as the EA Representative on the IEEE Board Administrators Team - BAT (5%)
This group is the primary liaison between the OUs and the IEEE Board of Directors with focus on, but not limited to, the IEEE Meeting Series
Participate in BAT activities by providing guidance based on experience in meeting planning and knowledge of IEEE structure as well as providing feedback and guidance to Manager, EA Vice President, Managing Director and EA department with regard to critical issues involving the IEEE Meeting Series, such as IT requirements and schedule changes, requiring approval.
Education and Experience:
Bachelor’s Degree is required.
Must have 5 years of demonstrated progressive volunteer administrative experience. Experience within IEEE is preferable.
Thorough knowledge of IEEE and EAB structure, resources, Bylaws and Policies, as well as thorough knowledge of activities of other IEEE staff departments and staff support functions.
Skills & Other Requirements:
He or she must be a technologically savvy knowledge worker who seeks out technology solutions to manage and support volunteer efforts and address business challenges. Proficient in Microsoft Office suite such as Word, Excel and PowerPoint. Experience with a content management system is also preferable.
This person must also possess excellent interpersonal skills and must be able to communicate effectively by e-mail, telephone and in person, and maintain confidentiality.
Excellent coordination skills and working knowledge of PowerPoint, a must, including developing presentations for committee chairs as appropriate.
Excellent written skills using knowledge of IEEE and EAB structure and purpose.
Ability to communicate and interact positively and effectively with EA volunteers, business and industry representatives and IEEE staff members ensuring attention to detail.
Demonstrated ability to work in teams and self-manage and advance projects.
Ability to contribute to the decision making process and success of the Educational Activities Department.
Demonstrate a sense of responsibility, tactfulness, and discretion required to effectively interact with a diversity of customers and staff. Effective communication and human relation skills are highly desirable.
Join us in an environment where people look forward to coming to work! IEEE offers a competitive salary and comprehensive benefits, including medical, dental, 401(k) plan with company match, a defined contribution retirement plan, a tuition reimbursement program, flexible spending accounts, company paid life insurance, and a business casual dress code.
Only those resumes that go through the URL from the web address will be considered. NO THIRD PARTIES PLEASE.
For information on work demands and conditions required for this position, please consult the reference document, “Physical, Mental, and Work Environment Standards for IEEE Positions.” This position is classified under [Category I—Office Position].
IEEE is an EEO/AAP Employer/Protected Veteran/Disabled
Disclaimer: This job description 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.
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