Senior Society Administrator EPS - PartTime

Institute of Electrical and Electronics Engineers, Inc.; Piscataway Township (NJ); On-site; USD 65,000 - 90,000; Full time

Job summary

IEEE Electronics Packaging Society (EPS) seeks a Senior Society Administrator to provide executive-level administrative support, collaborate on reporting, and manage key society programs. The role requires organization, independence, and the ability to learn new tools quickly within a professional IEEE environment.

The incumbent will coordinate committee activities, assist with governance, and ensure compliance with policies while supporting EPS leadership and volunteers.

Qualifications

• Provides administrative support and organizational skills for a fast-paced environment.
• Performs data gathering and basic analysis for reporting and decision making.
• Manages communication with management and stakeholders to provide timely updates.

Responsibilities

• Coordinate and facilitate logistics, agendas, and meeting planning for functional team calls.
• Manage Society Level Awards program, including nomination forms, announcements, submissions, and payments.

Skills

Administrative support

Data analysis

Meeting planning

Logistics coordination

Communications

Tools

Open Water

Job description

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.

This position is responsible for providing administrative support to the EPS Executive Office. This includes supporting the EPS Executive Director with reporting and high level analysis as well as administrative duties for EPS Board of Governors , designated functional teams, adhocs and support committees. This position works independently with minimal supervision.

The incumbant will perform and coordinate committee & operation activities for the IEEE Electronics Packaging Society (EPS) in the manner determined by the Society Executive Director with input from the volunteer leadership. It is integral to ensuring that EPS 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 EPS-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 activities and business operations, working autonomously or under general guidance and as a subject matter expert for the following program areas:

• Membership
• Awards
• Technology
• Conferences
• Additional duties as assigned

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.

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. This role functions as an individual contributor and reports to the Society Executive Director

Key Responsibilities

• Coordinate and facilitate logistics, agendas, and meeting planning for functional team calls including membership, conferences, technical committees and the EPS operating committee.
• Manage Society Level Awards program - replicate nomination forms on Open Water, send announcements, monitor nominations, validate submissions, process payments (checks, wire transfers, supplier adds)
• Prepare payments to vendors, Society awards, travel grants, chapter subsidy requests, distinguished lecturers, etc.
• Perform data gathering, basic analysis, and issue resolution of core society business functions as needed
• Monitors and supports performance metrics for various strategies and initiatives
• Creating membership brochures and collateralsis and benchmarking, as needed
• Coordinate requests for promo codes offering free or discounted membership, including tracking their effectiveness
• Produce and distribute award/grant certificates/plaques
• Support volunteer committees and staff leadership as appropriate
• Maintain web and social media outlets with latest EPS communications.
• Coordinate and curate content for monthly e-newsletter and digital newsletter.
• collaborating with other IEEE groups on best practices and the latest tools
• Answer inquiries from members, chapter chairs, volunteers, DLs, etc.
• Use existing governance/agenda tools to prepare administrative meeting schedules, notices, agendas and supporting materials for supported committees.
• Attend Functional Team meetings. Assist in the organization and execution of BoG meetings as appropriate.
• Create and maintain all EPS committee lists/rosters and group email alias across various platforms (staff shared drive, website, IEEE Roster page)
• keeping records in alignment with the Executive Office’s role as the society's institutional memory;
• Other tasks as assigned by the Executive Director
• Support Society Strategic Initiatives as needed.