Project Specialist (E2816) at Institute of Electrical and Electronics Engineers, Inc. in Piscataway, New Jersey

Job Description:

Job Summary

The overall purpose of this position is to act as the staff liaison for the review and revision of Society/Council/Technical Community governance documents. Governance documents may include constitutions, bylaws, and operating manuals. The incumbent must exhibit an expertise in understanding IEEE policies and procedures and society/council governance and operations in order to be effective in the position. 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 responsible for assisting his/her manager in support of the Technical Activities Board.

As a member of the Technical Activities Volunteer Engagement staff, he or she shall be a valued participant by identifying and facilitating ways to innovate and improve governance 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 project 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

• Provide guidance, support and subject matter expertise both directly and indirectly for Technical Activities Societies/Councils and Technical Committees (S/C/TCs) such that volunteers have the necessary information to accomplish work in a timely and efficient manner.


• Advise and provide direction on matters that arise within Technical Activities Societies/Councils/Technical Committees (S/C/TCs) pertaining to governance and policy interpretation. Ensure that Technical Activities Societies/Councils and Technical Committees governing documents are not in conflict with and within the boundaries of IEEE’s and Technical Activities’ governing documents, laws, and regulations. Advice and direction provided to S/C/TC volunteer leadership will enable the volunteers with the ability to manage their respective communities properly.


• 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


• Act as liaison with Technical Activities and the IEEE Board of Directors and IEEE Governance Committee on an as needed basis.


• Provides content 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.


• Develops and implements an assessment plan of Society/Council/Technical Communities 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


• Review and provide updates to the Technical Activities Board Operations Manual on a regular and as needed basis.


• 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, Societies and Councils, and Technical Communities.


• Trains and/or develops training tools for Society/Council/Technical Communities as necessary


• Through experience in working with Society/Council/Technical Communities, develops frequently asked questions, best practices, and issue tracking records that can be shared with all TA entities. Develops methods of effectively communicating with Soicety/Council/Technical Communities.


• Ensure that technical community governance documents are complete and clearly written, providing volunteers with information needed to govern and properly administer the areas under their responsibility. Ensure that technical community documents are in compliance with IEEE documents.


• Draft reports and presentations to be presented from Technical Activities to the IEEE Board of Directors.


• Supervise, guide, and develop materials for volunteer leaders and senior staff related to meetings and event production, information dissemination and other items related to planning and successful execution at volunteer events.


• Develop minutes, highlights reports, agendas, on an as needed basis in support of the Technical Activities Board (TAB) and TAB standing committees.


• Responsible for special projects, including developing guidelines for executive session processes, and archiving of meeting minutes.


• On an as needed basis, provide primary, high-level administrative staff support, as well as subject matter guidance to events, committees and other ad hoc activities.


• • Other projects as required to ensure effective operations related to the Technical Activities Volunteer Engagement Governance Team.

Education

• Bachelor's degree or equivalent experience Bachelor’s Degree preferred. Will consider equivalent and progressive job experience in lieu of a degree Req

Work Experience

• 4-7 years business experience working in a communications, non-profit Governance support, business administrative, 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 Pref


• Volunteer meeting management experience Pref


• Parliamentarian and/or paralegal experience highly desirable Pref


• Experience working with Roberts Rules of Order, bylaws, policies and constitutionally based organizational structuresdesirable Req

Licenses and Certifications

• Non Clinical\PMP - Project Management Professional Pref

Licenses and Certifications

• Paralegal degree and/or parliamentarian certification Pref


• Certified Association Executive (CAE) credential Pref

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.