Temporary - Society Admin

IEEE; Piscataway Township (NJ); On-site; USD 34,000 - 48,000; Part time

Job summary

IEEE Robotics and Automation Society (RAS) seeks a Temporary Administrative Assistant to support the Executive Office by managing daily operational, analytical, financial, and digital tasks. You will work with staff and volunteer leadership to ensure smooth operations across chapters, conferences, awards, and governance, across global time zones.

This role requires high accuracy, strong organizational skills, and ability to work independently across multiple digital tools (Google Workspace,

Qualifications

• Required: Associate’s Degree or equivalent experience.
• Preferred: Bachelor’s Degree or relevant experience in an association, non-profit, or academic environment.
• Technical Skills: Proficiency with Google Workspace (Google Calendar, Groups, Sheets), Smartsheet, Slack, and web administration platforms (wordpress).
• Key Competencies: Strong analytical, communication, and organizational skills; ability to manage multiple competing tasks independently across global time zones.

Responsibilities

• Data verification and Smartsheet records: Review entries, clean data, calculate budgets, and generate PDF documentation for Smartsheet tracking.
• Record MSP budgets, issue approval/rejection notifications, record travel grant results, and process MSP reimbursements and hotel logistics.
• Oversee IDEA application creation, arrange flights, hotels, and conference registrations for awardees, and coordinate IDEA certificate presentation events.
• Update Technical Committee (TC) activities and monitor/update Distinguished Lecturer (DL) event requests and report statuses.
• Schedule international meetings across multiple time zones, manage Google Calendar invitations (ExCom, AdCom, RAS), run polls, and track follow-ups.
• Maintain the official RAS Positions Document and perform ongoing committee checks (e.g., IROS committee tracking).
• Coordinate legal vetting for AdCom leadership nominations, award candidates, and volunteer positions through IEEE processes.
• Website updates
• Oversee AdCom/ExCom hotel registrations and logistics for major annual conferences, and assist with conference menu arrangements.
• Approve promotional items for chapters/events, manage shipments, and handle merchandise purchasing across Society units.
• Process Sustainability Grants, manage communications with the Sustainability Committee, and handle Third-Party Expertise Reports.
• Process contracts, invoices, wire transfers, POs, and supplier setups.
• Other Duties as assigned by the Executive Director

Skills

Analytical skills

Communication

Organizational skills

Time management

Education

Associate’s Degree or equivalent experience

Bachelor’s degree or equivalent experience

Tools

Google Workspace

Smartsheet

Slack

WordPress

Job description

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

Job Description - Temporary - Society Admin (260281)

Job Description

Temporary - Society Admin - 260281 : N/A

Description

Job Summary

The Temporary Administrative Assistant supports the IEEE Robotics and Automation Society (RAS) Executive Office by managing daily operational, analytical, financial, and digital administrative tasks. Working closely with staff and volunteer leadership, this role ensures smooth Society operations across Chapter programs, Publications digital infrastructure, international Conference logistics, Award administration, and Governance support. The position requires high accuracy, strong organizational skills, and the ability to work independently across multiple digital tools and global time zones.

Key Responsibilities

Data Verification & Smartsheet Records: Review entries, clean data, calculate budgets, and generate PDF documentation for Smartsheet tracking.

Member Service Programs (MSP): Record MSP Author Discount Payment budgets, issue approval/rejection notifications, record travel grant results, and process MSP reimbursements and hotel logistics.

IDEA Program Coordination: Oversee IDEA application creation, arrange flights, hotels, and conference registrations for awardees, and coordinate IDEA certificate presentation events.

Technical Committees & DL Support: Update Technical Committee (TC) activities and monitor/update Distinguished Lecturer (DL) event requests and report statuses.

Meeting Coordination & Scheduling: Schedule international meetings across multiple time zones, manage Google Calendar invitations (ExCom, AdCom, RAS), run availability polls (Doodle), and track meeting follow-ups.

Roster & Committee Tracking: Maintain the official RAS Positions Document and perform ongoing committee checks (e.g., IROS committee tracking).

Volunteer Vetting: Coordinate legal vetting for AdCom leadership nominations, award candidates, and volunteer positions through IEEE processes.

Website updates

Conference Logistics: Oversee AdCom/ExCom hotel registrations and logistics for major annual conferences (ICRA, IROS, January Planning meetings), as well as assist with conference menu arrangements.

Promotional Goods & Merchandise: Approve promotional items for chapters/events, manage physical shipments, and handle merchandise purchasing across Society units (RA-L, Haptics, VP SAC, MAB).

Sustainability & Specialty Grants: Process Sustainability Grants, manage communications with the Sustainability Committee, and handle Third-Party Expertise Reports.

Financial Administration: Process contracts, invoices, wire transfers, purchase orders (POs), and supplier setups.

Other Duties as assigned by the Executive Director

Qualifications

Required: Associate’s Degree or equivalent experience.

Preferred: Bachelor’s Degree or relevant experience in an association, non-profit, or academic environment.

Technical Skills: Proficiency with Google Workspace (Google Calendar, Groups, Sheets), Smartsheet, Slack, and web administration platforms (wordpress).

Key Competencies: Strong analytical, communication, and organizational skills; ability to manage multiple competing tasks independently across global time zones.

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