Tech Comm Prog Specialist (E3535D)

Institute of Electrical and Electronics Engineers, Inc. in; Piscataway Township (NJ); On-site; USD 85,000 - 125,000; Full time

Job summary

Institute of Electrical and Electronics Engineers, Inc. in Piscataway, NJ, seeks a Tech Comm Program Specialist (E3535D) in Finance to liaison with staff and volunteers in the Robotics and Automation Society, oversee Educational Activities Board operations, and advise on policy and governance.

This role requires 2–4 years in program management, strong written communication, budgeting, and contract coordination, with occasional international travel.

Qualifications

• Bachelor's degree or equivalent experience in business strategy, global marketing, strategic management or related discipline.
• Master's degree preferred.
• 2–4 years of experience designing and executing large programs, especially in leadership and professional development.
• 2–4 years of experience in corporate communications planning, translating business goals into campaigns.
• Prior association experience preferred.

Responsibilities

• Educational Activities Board and other Boards / Committees Administrative Operations & Governance 50%.
• Handle meetings, agenda, minutes, and action items for Conference Activities Board and other Boards/Committees; provide high level administrative support.
• Oversees Conference and Meeting Program including review and cataloging of MOUs, contracts, meeting specs, committee calls, and webinar coordination.
• Monitors Finance & Budget of assigned projects; provide budget worksheets and consolidate budgets for Board review.
• Liaise with Corporate and Business management within IEEE OU's for contracts, legal issues, risk, and sister societies.
• Program Management 30%: organize, schedule and provide needed tools for RAS meetings at ICRA, CASE and IROS.
• Coordinates Awards and Grants Programs/Processing; manages Awards at ICRA, CASE and IROS.
• Documentation and Communications 20%: improve governance documents; develop content and inform volunteers of policy changes.
• General Responsibilities: manage projects directed by the Society Executive Director; travel to coordinate with stakeholders.

Skills

Project management

Web communications

Excel proficiency

Vendor management

Contract negotiations

Education

Bachelor's degree or equivalent experience in related discipline

Master's degree

Tools

Microsoft Office

PowerPoint

Excel

Job description

Institute of Electrical and Electronics Engineers, Inc.

Tech Comm Prog Specialist (E3535D) (Finance)

Job Summary

In this role, the incumbent establishes a strong liaison with all levels of staff and volunteers within the Technical Community to which assigned (Robotics and Automation Society), on all matters related to the operations of the Educational Activities Board and other Boards and Committees as assigned. It will be the role of the incumbent to evaluate how all areas of Conference and other Boards and Committees, as assigned, operations and their administration affect the experience of Volunteers, members and customers. They must have a clear understanding of the operations required to manage the Conference and other areas and the activities they engage in. The incumbent is the subject matter expert on IEEE and Robotics and Automation Society policy documents pertaining to Educational Activities and other Committees/Board as assigned and will advise and provide direction on matters that arise within the volunteer structure pertaining to policy interpretation. This level of feedback will provide volunteers with the ability to manage and interact properly in their respective units in a productive and efficient manner. They are also responsible for Educational Activities Board and other policy documentation pertaining to the areas and will ensure it properly represents the intended goals of the Boards and Committees. They will ensure that policy documentation pertaining to the areas is complete and clearly written, thus providing volunteers with the knowledge and direct access to the information needed on how to govern and properly administer the areas under their responsibility. The incumbent will develop and implement an assessment plan of area performance and identify the drivers of high performing areas. They collaborates with other organizational units, team members and volunteers on areas that have direct impact on effectiveness. They will develop recommendations for Educational Activities and other areas to follow that include tools and best practices to be implemented. The incumbent delivers a communication plan that effectively explains the value of recommendations. The outcome of this effort will have a positive impact on the robustness of the Educational Activities experience by the members it supports. This position will be expected at times to manage larger project initiatives that require his/her expertise of the structure and operations and working relationships with other Organizational Units. He/she ensures that the TAB goals are understood and represented in the decision process of the project development phase. The role reports to the Society Executive Director and does not manager any direct reports. The incumbent works under minimal guidance and is expected to make quick, intellectually sound decisions to resolve a wide variety of issues, requests and challenges that will vary in complexity. IEEE and TAB policy documents will often be a main source of reference for inquiries and issues that arise. The incumbent will also have up to $5,000 in expenditure approval. He or she will approve expenditures within the materials and services budgets that support the Boards and Committees assigned.

Key Responsibilities

• Educational Activities Board and other Boards / Committees Administrative Operations & Governance 50%
• Handle meetings, agenda, minutes, and action items for Conference Activities Board and other Boards/Committees as assigned. Provides Society Executive Director, President and Vice President high level administrative support.
• oversees Conference and Meeting Program to include review and cataloging of MOU's and contracts, meeting specifications, committee conference calls, and webinar coordination.
• Monitors Finance & Budget of assigned projects reporting out to Executive Director. Provide and update budget worksheets for all of the RAS Department heads, consolidate the budgets into one file for RAS Board review.
• Liases with Corporate and Business management within the IEEE OU's for contracts and legal issues, risk (OFAC), Sister Societies, TA Management and other IEEE Councils as assigned by Executive Director.
• Program Management 30%
• Works with MCE to organize, schedule and provide the needed tools for RAS meetings at ICRA, CASE and IROS.
• Coordinates Awards and Grants Programs/Processing
• Manages Awards program and process at ICRA, CASE and IROS.
• Documentation and Communications: 20%
• Continuously improves the quality and information included in IEEE governance documents as needed
• Develops and maintains content development and distribution. Inform volunteers of policy changes and supporting procedures.
• General Responsibilities: 5%
• Project and Program activity as directed/approved by Society Executive Director

Education

• Bachelor's degree or equivalent experience business strategy, global marketing, strategic management or a related discipline Req
• Master's or other advanced degree related field Pref

Work Experience

• 2-4 years Req
• 2-4 years Experience with designing and executing large programs, particularly in the areas of leadership and professional development. Req
• 2-4 years Experience in corporate communications planning, including the ability to translate business goals and strategy into communications campaigns, and implement communications programs/projects. Req
• Prior association experience Pref

Licenses and Certifications

• Individuals who are working toward or who have earned either the Project Management Professional (PMP) designation, Certified Meeting Planner (CMP), or the Certified Association Executive (CAE) credential will benefit from the body of knowledge mastery associated with those credentials. Req

Skills and Requirements

• Incumbent will have engaged with high performing teams and establishing and tracking metrics for achievement of team goals.
• Must be able to travel internationally and domestically.
• Strong project management skills, with focus on execution and deliverables.
• Technology Skill Set He or she must be a technologically savvy knowledge worker who seeks out technology solutions to business challenges and can apply to his or her work environment.o Sound working knowledge of current technology trends, and of industry and business in general. o Knowledge of IEEE-related industries and technologies is desirable. Must be able to use the internet for research. o Web communications skills with demonstrated experience in web-based communications using the web as a marketing tool including new and interactive/digital media preferred; high level of proficiency in Microsoft Office suite required. o Proficiency with using Powerpoint and Excel is a requirement. o Familiarity with Projectmanager.com or other project tracking tools is a plus.
• Must be able to work independently, prioritize tasks, meet deadlines, interface with multiple stakeholders, and demonstrate flexibility and creativity in a dynamic work environment.
• Must establish effective working relationships with high-level TAB volunteers of which many will be internationally based. He/she will promote participative approaches to gain support from the members of committees being supported as well as other volunteers at all levels within IEEE. Must develop a strong working relationship with other organizational units to ensure coordinated efforts with respect to common goals and successful projects can be accomplished. Daily interaction with volunteers will require the ability to positively influence and gain support for ideas and recommendations proposed.
• He or she may manage vendor relationships and must possess the project management ability needed to accomplish those assignments. And He or she must have experience in negotiating and securing contracts with outside vendors, and ensuring that contractual obligations are fulfilled.
• He/she is a conceptual, creative thinker with a strong business acumen to juggle multiple business priorities including balancing strategic and operational decision-making. Must be able to effectively balance the intricacies of the volunteer governance model within an employee personnel structure. Must be able to identify and analyze operations management reports including budgeting and organization metrics.
• Strong organizational skills and attention to detail is required.
• He or she must demonstrate resourcefulness in reasoning and thinking through all various aspects of a problem and acts decisively in handling difficult issues for which no precedent exists.

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.