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ob Summary

This position provides administrative support to the Robotics and Automation Society (RAS) Executive Office by helping professional staff with analytical and administrative tasks essential to the Society's operations. The incumbent will mainly work with RAS staff to ensure smooth daily operations while offering occasional support to volunteer leaders when needed. Working closely with staff members, the incumbent will analyze processes, gather information, and assist with various administrative functions that support the Society's programs and activities. When interaction with volunteer leaders is necessary, the incumbent will provide them with the required information and support to help with their work. Through regular collaboration with staff and exposure to Society operations, the incumbent will contribute to process improvements and may propose recommendations for operational efficiency. This position operates with a great deal of independence and minimal supervision, requiring strong organizational skills and keen attention to detail.

Key Responsibilities

• Process Award Payments:

  • Manage the administrative tasks of Society award programs.

  • Ensure timely processing of award payments.

  • Produce and distribute award certificates and plaques.

  • Coordinate with vendors for the creation and delivery of recognition items.

  • Prepare nomination packets for committee review.

  • Coordinate and liaise with IEEE Awards staff as needed.

  • Responsible for vetting all award and volunteer leadership candidates through the IEEE legal department process.

  • Create and process necessary A/P paperwork for award winners (checks, wire transfers, supplier additions, supplier invoices).

  • Produce and distribute award and grant certificates and plaques.

• Coordinate and organize meetings. 

  • Poll attendees to identify the best date and time for international group meetings. 

  • Use scheduling tools to handle multiple time zones. 

  • Analyze responses to determine the most suitable meeting times.

  • Send meeting invites and Google Calendar invites

• Membership Support

  • Assist in creating membership calls, email campaigns, and program announcements.

  • Generate membership reports for marketing campaigns.

  • Coordinate with IEEE-MGA to ensure the distribution of up-to-date welcome letters to all new Society members.

  • Manage requests for promo codes offering free or discounted memberships, including tracking their effectiveness.

  • Support chapter services, including new-chapter applications and grants programs.

• Other

  • Serve as the point of contact for GDPR requests, including honoring the “right to be forgotten.” 

  • Set up Purchase Orders and ensure invoices are submitted for payment. 

  • Perform data gathering, analysis, and issue resolution in support of additional core society business functions as needed (Publications, Conferences, Education).

  • Other tasks as assigned by the Executive Director

Education

H.S. Diploma Required

Associate's Degree or Equivalent Experience Preferred

Work Experience

2-4 years of experience at this level required. Preferred experience includes working in a volunteer-based organization with direct contact with volunteer leaders.

Skills and Requirements

Must be proficient in Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and Google Workspace.

Candidates must be fluent in English with excellent grammar and syntax. They should communicate effectively with the general public, volunteers, members, vendors, and staff. While formal presentation skills are not required, comfort with speaking to audiences of different sizes and the ability to present spontaneously are essential.

Writing skills. Must have the ability to document workflows that occur in the executive office. For example, awards administration, payables, purchase orders, reimbursement administration, conference approval, and closing procedures.

Reading skills.

Foreign language skills. The IEEE is an international organization. Business fluency in a foreign language would be helpful, but not required, but will regularly work and communicate with individuals for whom English is a second language.

Ability to manage assigned projects from start to finish with minimal supervision. These projects can be related to Awards, Publications, Conferences, Membership, etc. Must be able to independently define all steps necessary to complete a project from idea to conclusion

Must be able to identify problems independently, and initiate resolution process

Salary Range:

$28-$32/hr