Society Administrator SSCS (E5042C)

IEEE; Piscataway Township (NJ); On-site; USD 55,000 - 85,000; Full time

Job summary

IEEE's Solid-State Circuits Society (SSCS) is seeking a Society Administrator to support the Executive Office with reporting, trend analysis, and various administrative duties for committee chairs. The role involves coordinating meetings, monitoring reimbursements, and ensuring operations align with IEEE policies.

The position requires strong English skills and experience in volunteer organizations, with independent work style and ability to develop best-practice recommendations for program

Qualifications

• HS diploma required; associate degree or equivalent preferred.
• 2–4 years of experience in a similar role.
• Experience in volunteer-based organizations preferred.

Responsibilities

• Liaison to VP of Education and subcommittee chairs; assist in meetings and event planning.
• Monitor DL reimbursements, budget tracking, and annual budgeting input.
• Provide analysis, benchmarking, and reporting for SSCS committees.

Skills

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Google Workspace

English proficiency

Presentation skills

Writing skills

Reading skills

Project management

Education

HS diploma

Associate's degree or equivalent experience

Job description

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

Job Description - Society Administrator SSCS (E5042C) (260318)

Society Administrator SSCS (E5042C) - 260318 : KNW-A10

Description

Job Summary

This position is responsible for providing support to the IEEE Solid-State Circuits Society (SSCS) Executive Office. This includes assisting the SSCS Executive Director with reporting and high-level trend analysis, as well as performing various reporting, high-level analytical, and administrative duties for chairs of select SSCS committees. The incumbent will provide volunteers with the knowledge and direct access to information needed to ensure smooth operations for the society, and must have a clear understanding of the operations required to manage the society activities they are engaged in. Based on regular collaboration with other staff members and volunteers, the incumbent will develop recommendations regarding best practices for their program areas and provide them to society leaders. This position works independently with minimal supervision.

Key Responsibilities

• Serve as a Liaison/support staff assigned to the VP of Education and subcommittee chairs
  Assist in logistics and meeting planning for any committee meetings and education events at conferences (e.g., Pre-AdCom, Circuit Insights) Serve as a liaison for marketing requests.
  Monitor Distinguished Lecturer (DL) reimbursements, analyzing DL expenses against IEEE Travel Policy. Send reminders, track spending against budget and regularly update DL chair. Compare spending against budget, analyze root causes of fluctuations, and provide input into annual budgeting process
  Provide analysis and benchmarking of reports as needed
• Monitor activities of volunteer committees related to awards and grants (Society level, Committee Level, Chapter Level, IEEE Level)
  Manage Society-level Awards Program - announcements, nominations
  Assist Awards Committee chair and members with selection process, including analysis of nominees against awards criteria
  Coordinate and liaise with IEEE Awards staff as needed
  Create and process necessary A/P paperwork for award winners (checks, wire transfers, supplier adds, supplier invoices)
  Produce and distribute award/grant certificates/plaques
• Serve as point of contact for GDPR requests, including honoring “right to be forgotten.”
• Ensure expeditious expense reimbursement requests for SSCS including issue resolutions. Analyze reports for any conflicts with IEEE Travel Policy.
• Manage inventory and logistics for SSCS-branded giveaways and other material sent to our conferences and chapters.
• Assist the volunteers in running the annual Student Shirt Design Contest.
• Other tasks as assigned by the Executive Director

Qualifications

Education

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

Work Experience

• 2-4 years experience working at this level. Req
• Experience working in a volunteer based organization with direct contact to volunteer leaders. Pref

Skills and Requirements

• Must be proficient using Microsoft Word,Microsoft Excel, Microsoft Powerpoint and Google Workspace
• Must be fluent in English and have a strong command of English grammar and syntax. Will communicate with the general public, volunteers, members, vendors, and staff
• Presentation skills/size of audiences. Formal presentations are not required in this position, but must be comfortable presenting on an ad-hoc basis.
• Writing skills. Must have ability to document work flows that occur in the executive office. For example - awards administration, payables/purchase order/reimbursement administration, conference approval and closing administration.
• Reading skills.
• Foreign language skills. The IEEE is an international organization. Business fluency in a foreign language would be helpful, but not required, but will regularly work and communicate with individuals for whom English is a second language.
• Ability to manage assigned projects from start to finish with minimal supervision. These projects can be related to Awards, Publications, Conferences, Membership, etc. Must be able to independently define all steps necessary to complete a project from idea to conclusion
• Must be able to identify problems independently, and initiate resolution process
• An understanding of SSCS and IEEE Constitution and ByLaws is imperative as all functions performed must be in compliance with them

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.

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