Tech Comm Prog Specialist (E3535D)

About the role

The incumbent establishes a strong liaison with all levels of staff and volunteers within the Technical Community (Robotics and Automation Society) on matters related to the operations of the Educational Activities Board and other assigned Boards and Committees. This role evaluates how operations and administration affect the experience of volunteers, members, and customers, ensuring a clear understanding of the required processes.

The incumbent serves as the subject matter expert on IEEE and Robotics and Automation Society policy documents, advising and providing direction on policy interpretation to volunteers. They are responsible for maintaining and improving policy documentation to ensure it aligns with the goals of the Boards and Committees. Additionally, the role involves developing and implementing an assessment plan for area performance, identifying drivers of high performance, and collaborating with other units to enhance effectiveness.

The position reports to the Society Executive Director, requires minimal guidance, and involves making quick, sound decisions to resolve varied and complex issues. The incumbent has expenditure approval authority of up to $5,000 for materials and services supporting assigned Boards and Committees.

Responsibilities

• Educational Activities Board and other Boards/Committees Administrative Operations & Governance (50%)
  • Handle meetings, agendas, minutes, and action items for assigned Boards/Committees.
  • Provide high-level administrative support to the Society Executive Director, President, and Vice President.
  • Oversee Conference and Meeting Programs, including review and cataloging of MOUs and contracts, meeting specifications, committee conference calls, and webinar coordination.
  • Monitor the finance and budget of assigned projects, reporting to the Executive Director.
  • Provide and update budget worksheets for RAS Department heads and consolidate budgets for RAS Board review.
  • Liaise with Corporate and Business management within IEEE OUs for contracts, legal issues, risk (OFAC), Sister Societies, TA Management, and other IEEE Councils as assigned.
• Program Management (30%)
  • Work with MCE to organize, schedule, and provide tools for RAS meetings at ICRA, CASE, and IROS.
  • Coordinate Awards and Grants Programs/Processing.
  • Manage the Awards program and process at ICRA, CASE, and IROS.
• Documentation and Communications (20%)
  • Continuously improve the quality and information included in IEEE governance documents.
  • Develop and maintain content development and distribution.
  • Inform volunteers of policy changes and supporting procedures.
• General Responsibilities (5%)
  • Project and program activity as directed or approved by the Society Executive Director.

Requirements

• Education:
  • Bachelor’s degree or equivalent experience in business strategy, global marketing, strategic management, or a related discipline (required).
  • Master’s or other advanced degree in a related field (preferred).
• Work Experience:
  • 2-4 years of experience with designing and executing large programs, particularly in leadership and professional development (required).
  • 2-4 years of experience in corporate communications planning, including translating business goals into communications campaigns (required).
  • Prior association experience (preferred).
• Licenses and Certifications:
  • Project Management Professional (PMP), Certified Meeting Planner (CMP), or Certified Association Executive (CAE) credentials (beneficial).

Skills

• Experience engaging with high-performing teams and establishing/tracking metrics for team goals.
• Ability to travel internationally and domestically.
• Strong project management skills with a focus on execution and deliverables.
• Technologically savvy, with a sound working knowledge of current technology trends and business practices.
• Knowledge of IEEE-related industries and technologies (desirable).
• Proficiency in web-based communications, including digital and interactive media (preferred).
• High-level proficiency in Microsoft Office suite, particularly PowerPoint and Excel (required).
• Familiarity with project tracking tools like Projectmanager.com (a plus).
• Ability to work independently, prioritize tasks, meet deadlines, and interface with multiple stakeholders.
• Strong organizational skills and attention to detail.
• Ability to establish effective working relationships with high-level, internationally based volunteers.
• Experience negotiating and securing contracts with outside vendors.
• Conceptual and creative thinker with strong business acumen to balance strategic and operational decision-making.
• Ability to analyze operations management reports, including budgeting and organizational metrics.
• Resourcefulness in reasoning and decisive action on unprecedented issues.

Individuals currently serving on an IEEE board or committee are not eligible to apply. This position is not budgeted for employer-sponsored immigration support.