Admin Asst Chapter Relations & Operations (N0710)

IEEE; Piscataway Township (NJ); On-site; USD 45,000 - 60,000; Full time

Job summary

IEEE is seeking an Administrative Specialist to support IEEE-Eta Kappa Nu (HKN). The role handles records, inquiries, website and social media updates, and supports chapter operations.

You will work independently and with a team, assisting with financial tracking, invoicing, and event logistics, reporting to the Director IEEE-HKN, and driving accuracy and continuous process improvements.

Qualifications

• HS diploma required; bachelor's degree preferred.
• Tech-savvy with MS Office, Google Apps and email systems.
• Strong written and verbal communication; attention to detail.
• Less than 2 years of related experience preferred.

Responsibilities

• Maintain records for IEEE-HKN and update certificates.
• Answer general member inquiries and process inductions.
• Update IEEE-HKN website and social media content.
• Prepare reports from member data and assist with events.

Skills

MS Office Suite

Google Apps

Communication

Customer service

Editing

Attention to detail

Teamwork

Education

H.S. diploma

Bachelor's degree or equivalent experience Pref

Tools

WordPress

Google Analytics

MS Excel

Oracle financials

Job description

IEEE is an EEO/AAP Employer/Protected Veterans/Disabled

Job Summary

This role is responsible for performing and completing administrative duties in support of IEEE-Eta Kappa Nu (HKN), the honor society of IEEE, which counts among its membership the top electrical and computer engineering students and practitioners in the world. This person will join a dynamic team that strives to provide an excellent membership experience, from induction through their professional career.

The incumbent in this position is responsible for helping to serve undergraduate students, faculty advisors and other individuals through maintaining records, answering general member inquiries, and updating the IEEE-HKN website and social media channels to ensure our chapters have the information needed to perform their operations successfully. This person also will provide complete and accurate information to internal stakeholders and external customers in a timely and efficient manner. The role also provides analysis and recommendations for solutions to management.

The role reports to the Director, IEEE-HKN and functions as an individual contributor. This person must be able to work independently and as part of a team in a deadline-oriented environmentand able to suggest recommend administrative changes in program procedures/processes to improve operational efficiency.

Key Responsibilities

• CHAPTER RELATIONS:
• Answers general member inquiries
• Processes member inductions, reviews all submitted materials and provides certificates and other materials necessary for induction
• Processes election of officers applications and updates database records
• Creates and updates online forms for chapter operations and internal use
• Generates reports from databases that will be used for Annual Reports, forecasting and trend spotting
• Communicates via face-to-face, telephone and email with IEEE-HKN members, officers, faculty advisors, volunteers and internal staff to address any issues or to support their work and operation
• WEBSITE AND SOCIAL MEDIA CONTENT:
• Under supervision, updates WordPress website; Work may include:
• Reviewing and editing existing content on website pages
• Creating new pages
• Updating links
• Under supervision, writes content for IEEE-HKN Social Media Channels (Facebook, Twitter, Instagram, LinkedIn)
• Helps to develop contests, special series and ideas for “live” posts/stories for all social media and socializes the ideas with management.
• Schedules and posts content to all social media channels following a pre-determined schedule.
• Under supervision, replies to any comments left on social media channels
• Proofread materials to be published
• ADMINISTRATIVE AND BASIC FINANCIAL TRACKING AND PROCESSING
• Processes payments, interoffice transfers and expense reports
• Tracks all HKN expenses
• Creates invoices
• Performs basic account auditing
• Processes online store orders, tracks inventory and orders items to sell
• Coordinates mass mailings (online newsletters and correspondence, regular post mail, etc.)
• Maintains all electronic files for the program
• Maintains contact information for HKN Board and Committee members
• Assists with event logistics, planning and execution
• Packing and shipping conference materials/event specific material
• Other responsibilities may be assigned as required

Education

• H.S. diploma Req
• Bachelor's degree or equivalent experience Pref

Work Experience

• Less than 2 years of experience in related role Req

Skills and Requirements

• Must be a technology savvy worker who seeks out technology solutions to business challenges. Must possess a strong knowledge of standard software applications, including MS Office Suite, Google Apps and Programs, Email, Internet Explorer, Chrome, Windows, and the skills to quickly learn various software programs and databases
• Possess and demonstrate the ability to learn and operate various systems and applications used to perform the job.
• Experience using Google Analytics and WordPress (or similar) highly desired; Knowledge of Oracle financial systems a plus
• Excellent interpersonal, customer service and oral and written communication skills
• Editing experience a plus
• Great attention to detail
• Flexibility to adapt to frequent change

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.

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.

A non-profit organization, IEEE is the world's leading professional association for the advancement of technology.