Job Summary
This position performs and coordinates committee and day-to-day operational activities in support of the Solid-State Circuits Society (SSCS) Executive Office in the manner determined by the Society Executive Director, and with input from the volunteer leadership. This position is managed by the Executive Director. It is integral to ensuring that SSCS is compliant and consistent with the policies, procedures, operational requirements and bylaws as directed by the IEEE Board of Directors, the Technical Activities Board, and the Society's Administrative Committee. The incumbent ensures that SSCS-related volunteer leaders are prepared to do their work in an efficient, effective and timely manner and in accordance with the Society's norms for quality, ethical behavior, accuracy, and confidentiality, and identifies and reports on metrics to ensure deliverables are met.
This position involves a variety of SSCS activities and business operations with specific responsibility, working autonomously or under general guidance and as a subject matter expert for the following program areas:
Society administration, governance and committee support, including interfacing with corresponding IEEE and Technical Activities organizations
Education portfolio management and specialty meeting planning, including interfacing with IEEE Educational Activities
Young Professionals and Women in Circuits subcommittee support and specialty meeting planning
Member communication/digital content management and creation, social media, website, and related tool management, and interfacing with corresponding IEEE organizations to ensure consistent messaging
Additional duties as assigned
The incumbent does not manage any direct reports, makes program area administrative decisions, has budget oversight, and provides recommendations for program and process improvements.The incumbent is accountable for all described actions including results of both internal and external contacts.
Job Summary
Specific duties include but not limited to:
Providingsupport service to major Boards, Committees, Taskforces, and Adhoc Committees of SSCS as follows:
Preparingadministrative meeting schedules, notices, agendas and supporting materials for the AdCom, ExCom, assigned boards, and subtending committees (e.g., Women in Circuits, Young Professionals) using existing governance/agenda tools
Participatingin meetings with Chairs to review agendas. Assists in providing rationale for agenda placement and assists with creating a strategy for item approval
Overseeingmeeting arrangement details for assigned Boards/Committees
Supportingactivities organized by major boards and subtending committees (e.g., Women in Circuits and Young Professionals webinars, networking events, in-person and virtual mentoring events including via the Chronus platform, etc.)
Attendingmeetings of the AdCom, ExCom, major boards and other meetings, as assigned to capture the proceedings of the meeting, draft lists of motions/actions, information and/or minutes, as appropriate. Yearly indexes each board's minutes/motions. Maintain confidentiality as meetings can/will be held in Executive Session
AssistingExecutive Director with updates to Constitution & Bylaws and Society Policy & Procedures Documents
ManagingSociety elections to include committee support, publicity/promotion
FollowingIEEE policy on archiving and curation of all Committee materials for reference
Creatingand maintainingall Committee and TAB Rosters, group email alias files and notifies all participants of inclusion in alias
MaintainingSociety organizational charts
Researchingand respondingto requests and general inquiries via SSCS staff email alias
Working knowledge of Robert's Rules
Coordinatingand supporting Society Review Activity every 5 years
Coordinatingand executingselect committee-sponsored exhibitions and events (e.g. Young Professionals and Women in Circuits webinars and networking events, Circuit Insights, SSCS Career Board)
Staff lead for Nominations Committee, confirming eligibility, candidate documentation, campaign management
Staff lead for Distinguished Lecturer (DL) nominations in conjunction with Society Administrator: Send out call for nominations, collect and organize all nominee information, act as a teller during the voting process, and post new DLs on the website when ready.
Strategic Planning/Product Development
Coordinatessociety activities with corresponding committee VPs
Identifies,with Volunteers, future areas of technology relevant to SSCS that can be supported by the society
Actively pursuesnew business strategies based on an analysis of technical recommendations within specific interest groups
Product Development
Works with committee VPs to develop new products (workshops, webinars, podcasts, educational programs, etc) for technical areas and publications sponsored by SSCS.
Publicity, Promotion, Public Visibility
Provides support in the areas web content management, social media, and collaborative activities with other "IC" societies and financial activities associated with these tasks
Coordinates marketing, communications and public relations activities, internal and external to SSCS, with the goal of establishing SSCS as the thought leader in the IC focus areas
Manage Society Educational programs including webinars, DL program, CONFedu, and special projects from concept to execution to post-event activities.
Coordinate webinar program including communication with presenters, scheduling, publicizing, recording, and posting to Resource Center.
Send DL chair monthly report of visits, manage DL budget.
Coordinate podcast program; work with IEEE.TV on post-production, post on Google Play, iTunes and Resource Center.
Record CONFedu talks at flagship conferences, collect slides and release forms, coordinate post-production with IEEE.TV, market to members.
Post short courses and tutorials on SSCS Resource Center and/or YouTube channel in accordance with content strategy; market to members.
Develop and maintain a project management plan to include all tasks associated with the planning of a successful conference, timelines, logistical checklists, etc.
Serve as liaison to VP and Education Committee: main contact to conference volunteers, vendors and SSCS staff for conference related inquiries
Work with IEEE Educational Activities to ensure proper credits (CEUs/PDHs) are assigned to SSCS educational offerings, and to publicize SSCS education to interested parties outside the society (e.g., via ILN, Education Week.)
Process independent contractor forms, small vendor registration, master service agreements (MSAs)
Education
Bachelor's degree or equivalent experience Req
Work Experience
2-4 years Business experience working in a communications, non-profit governance support, business administrative, science technology, conference or project management position Req
Previous experience working with volunteer leadership based organizations Pref
Previous experience working with Roberts Rules of Order, bylaws, policies and constitutionally based organization structures Req
Volunteer meeting management and conference development experience Req
Skills and Requirements
Ability to analyze process driven workloads
Ability to work with financial data; must understand basic budgeting and accounting practices including but not limited to process financial statements, balance sheets, invoices and IEEE service agreements
Must be capable of developing efficient business processes and examining existing processes for cost and time efficiencies
Must have a proven ability to work with IEEE technical societies and councils. Alternatively this is equivalent to working across departments and job function in a corporate setting. Knowledge of the IEEE infrastructure is desired
Excellent written and verbal communication skills to support program management as well as new initiative proposal development, contract negotiation, tracking and reporting
Excellent interpersonal skills and organizational abilities
Must be able to manage several different projects at once, maintain focus and prioritize tasks to complete goals within set timeframes
Excellent organizational skills
Must be able to adapt as the landscape/position changes based on needs of the business
Must be a technologically savvy and literate who applies the benefits of technology to his or her work environment, keeps abreast of current technologies within the engineering and scientific community, and provides assistance whenever necessary during volunteer events
Must have or have the ability to understanding of the systems IEEE uses to deploy its intellectual property; Must be able to utilize web conference tools and technologies related to virtual presentations and regularly use web content management systems/technology and a daily user of off-the-shelf word processing, presentation and spreadsheet software
Demonstrated advanced and daily use of Microsoft Excel, effective email communications and the Internet for research and communication, plus a regular user of large databases, such as those used for association management or meeting registration
Travel required; must possess valid travel credentials
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 managements right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.
