Project Specialist (E2816D)

Job Summary
The overall purpose of this position is to act as the staff liaison for assigned volunteer committees. In this capacity, the incumbent defines the requirements and resources needed to successfully execute the goals of Technical Activities (TA) committees. The incumbent must exhibit an expertise in understanding IEEE policies, Technical Activities Board (TAB) and IEEE nominations and appointment policies, and procedures and society/council governance and operations in order to be effective in the position. The incumbent in this position is primarily responsible for defining the yearly goals of the committees, analyzing areas for improvement within the committees, developing presentations for committee chairs, developing orientation programs for new members, communicating on a regular basis with committee members, developing meeting agendas and minutes in support of the committees, developing and improving reports of the committees, and acting as a subject matter expert between the committees and the IEEE. The incumbent will be expected to proactively identify, develop, and execute solutions to issues facing the committees and apply their expertise to problem solving, with little supervision.

The incumbent will also be responsible for special projects assigned by his/her manager which will require support of ad hoc committees established by the incumbent Vice President of Technical Activities.

Additionally, the incumbent will be the staff liaison for the TAB Presidents' Forum or the TAB Division Directors' Forum. The incumbent will work with the highest level of Technical Activities volunteer leadership to develop the agenda for the forums, develop motions, write minutes and action items, and create and coordinate presentations for the forums. The incumbent will be responsible for nominations and appointments that the Forums are responsible for, and will follow up on all action items resulting from the meetings.

As a member of the Technical Activities Volunteer Engagement and Governance staff, he or she shall be a valued participant by identifying and facilitating ways to innovate and improve committee operations and working collaboratively and cooperatively across Technical Activities.
The incumbent reports to the Senior Manager, Volunteer Engagement and Governance and functions as an individual contributor, and as such has the authority to develop processes and procedures that impact the committees and programs that the incumbent supports. The position does not have any direct reports but acts independently as the lead for the committee he/she supports. The incumbent is self-directed on day-to-day activities and designs innovative solutions that advance business objectives and priorities for the committees and programs under his/her purview. He/she is authorized to approve purchases and contracts up to $5,000 and recommend annual budgetary needs.

Key Responsibilities

• Provides guidance, support and subject matter expertise both directly and indirectly to TAB, TAB related committees, volunteer events, workshops, tutorials, and leadership training such that volunteers have the information necessary to accomplish work in a timely manner, and within the boundaries of the IEEE’s and Technical Activities' governing documents as well as all applicable laws and regulations.
• Serves as a subject matter expert to other IEEE Operating Units, specifically for assigned volunteer committees. Incumbent will advise and provide direction on matters that arise within the TA technical committees pertaining to governance and policy interpretation. This level of feedback will provide volunteers with the ability to manage and interact properly in their respective communities in a productive and efficient way.
• Acts as a liaison with staff throughout IEEE and specifically with Societies/Council leadership to coordinate efforts with respect to IEEE and TA governance, policies, web tools, best practices, etc.
• Troubleshoots issues for TA communities in areas related to OU contracts, legal issues, risk, sister society agreements, constitutions and bylaws, and elections. The incumbent will have a clear understanding of the operations required to manage TA committees, communities and the activities they engage in.
• Supervises projects, provides guidance on decision-making, and develops materials as needed for both volunteer leaders and senior staff related to meetings/event production, information dissemination and other items related to planning and successful execution before, during and after volunteer events.
• Oversees the maintenance of web sites for various staff and volunteer functions, events and committees; Ensures content is uploaded and refreshed as appropriate to the timelines for each event. Responsible for concept, development, design and implementation of web page functions and tools. This may include integration of existing tools, and design to meet a variety of factors and requirements as set by the team manager.
• Develops and implements an assessment plan of technical committee governance processes and identify drivers and methods of high performing committees. Develops recommendations for technical committees to follow that include tools and best practices to be implemented.
• Maintains a one-on-one staff/volunteer team relationship with the chair of each committee and/or volunteer event assigned by staff management. Provides guidance and information in order to ensure that the volunteers have the knowledge needed to be an active participant and/or presenter at each event. Works with volunteers at all levels within the IEEE in relation to TAB volunteer events.
• Ensures that technical committee governance documents are complete and clearly written, thus providing volunteers with information needed to govern and properly administer the areas under their responsibility. Ensures that technical committee documents are in compliance with IEEE documents.
• Continuously improves the quality and information included in IEEE governance documents related to Technical Activities committees.
• Trains and/or develops training tools for the IEEE and Technical Activities committees as necessary.
• Through experience in working with technical committees, develops frequently asked questions, best practices, and issue tracking records that can be shared with all TA committees; Develops methods of effectively communicating with technical committees.
• Provides primary, high-level administrative staff support, as well as subject matter guidance to the events, committees and other ad hoc activities as assigned.
• Fulfills other duties as assigned to ensure effective operations related to the Technical Activities and Volunteer Engagement Group.

Qualifications

Education

• Bachelor's degree or equivalent experience Req

Work Experience

• 2-4 years Required
• 4-7 years business experience working in a communications, non-profit Governance support, business administrative, or project management position Required
• Previous experience working with volunteer leadership based organizations Preferred
• Previous experience working with Roberts Rules of Order, bylaws, policies and constitutionally based organization structures Preferred
• Volunteer meeting management experience Preferred

Licenses and Certifications

• Non Clinical\PMP - Project Management Professional Preferred
• Certified Association Executive (CAE) credential Preferred

Skills and Requirements

• Excellent interpersonal skills and organizational abilities
• Excellent organizational skills, ability to manage several projects simultaneously
• Must be a technologically savvy knowledge worker who applies the benefits of technology to his or her work environment.
• Must be able to utilize web conference tools and technologies related to virtual presentations
• Must be a regular user of web content management systems/technology and a daily user of off-the-shelf word processing, presentation and spreadsheet software
• Advanced and daily user of email and the Internet for research and communication, plus a regular user of large databases, such as those used for association management.
• Possesses good technical knowledge and be able to provide assistance whenever necessary in real time during volunteer events to those less technologically savvy
• Must be capable of developing efficient business processes and examining existing processes for cost and time efficiencies

For information on work demands and conditions required for this position, please consult the reference document, "Physical, Mental, and Work Environment Standards for IEEE Positions." This position is classified under Category I - Office Positions.

IEEE is an EEO/AAP Employer/Protected Veteran/Disabled
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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.

Job: Business Mgmt/Devt/Ops

Primary Location: United States-New Jersey-Piscataway

Schedule: Full-time

Job Type: Regular

Job Posting: Jul 26, 2023, 3:25:38 PM