Senior Society Administrator - SSCS (E2096D) (Creative Design)

Job Summary 
This position performs and coordinates committee and day-to-day operational activities in support of the IEEE 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 (AdCom.) 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 accountability for a variety of SSCS activities and business operations, working autonomously or under general guidance and as a subject matter expert for the following program areas:

• Member communication/digital content management and creation, social media, website, and related tool management, and interfacing with corresponding IEEE organizations to ensure consistent messaging
• Publication portfolio management, including working with volunteer editors and IEEE Publishing Operations to ensure timely release of the society's magazine, journals and letters.
• Young Professionals and Women in Circuits subcommittee support
• 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.

Key Responsibilities

Specific duties include, but are not limited to:

• Marketing through web content management and social media (X,  Facebook, Instagram, LinkedIn, YouTube), and collaborating on activities with other societies/councils, to maximize SSCS's public visibility and establish the society as the thought leader in the IC focus areas. Coordinate marketing and advertising for all publications, including special issue announcements and call for papers. Partner with volunteers to extend the reach of society messaging.
• Support for activities organized within assigned program areas (e.g., webinars, networking events, in-person and virtual mentoring events including via the Chronus platform, etc.)
• For the Publications program:
  • Complete admin checklists daily for all publications and follow up on necessary tasks and action items in ScholarOne
  • Act as News Editor for Solid-State Circuits Magazine, project managing all aspects of the news section, utilizing IEEE POPP production portal
  • Troubleshoot and respond to daily emails received from authors, reviewers, associate editors, and editors-in-chief regarding issues for all publications
  • Work with ScholarOne team on all necessary reports and edits within the system
  • Schedule and run SSCS Open Journal Webinar series for JxCDC and OJ-SSCS (once a year for each publication)
  • Coordinate the annual Reviewer Rewards program
  • Schedule meetings with editors-in-chief as needed
• Use existing governance/agenda tools to prepare administrative meeting schedules, notices, agendas and supporting materials for the Publications,  Women in Circuits, and Young Professionals committees.
• Participate in meetings with committee chairs to review agendas, assist  in providing rationale for agenda placement and with creating a strategy for item approval
• Oversee in-person and virtual meeting arrangement details for assigned committees; maintain minutes and a presentation archive for these meetings.
• Attend meetings of the SSCS AdCom, select IEEE committees, and other meetings, as assigned. Assist in the organization and execution of AdCom meetings as appropriate.  Maintain confidentiality as meeting segments can/will be held in Executive Session
• Assist Executive Director with updates to SSCS Constitution, Bylaws, and other governing documents
• Follow IEEE policy on archiving and curation of all committee materials for reference
• Create and maintain all SSCS committee lists/rosters and group email alias across various platforms (staff shared drive, website, IEEE Roster page)
• Coordinate responses to requests and general inquiries via SSCS staff email alias
• Coordinate input on assigned program areas for the Society and Council Review Committee (SCRC)  review every five years
• Coordinate publication input for the Periodicals Review and Advisory Committee (PRAC) reviews every five years. Attend reviews in support of volunteer editors.
• Partner with committee chairs to develop new products (workshops, webinars, podcasts, etc.) for technical areas and publications sponsored by SSCS.
• Coordinate with Society Administrator to post short courses and tutorials on SSCS Resource Center and/or YouTube channel in accordance with content strategy; market to members.
• Process independent contractor forms, small vendor registration, master service agreements (MSAs) as needed.
• Other tasks as assigned by the Executive Director including, but not limited to, ad-hoc committee support

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 Pref

Skills and Requirements

• 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.  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 marketing and program management, publications, new initiative proposal development, vendor management, tracking, and reporting
• Familiarity with social-media management tools such as Sprout, Hootsuite, Buffer; Email management tools such as Constant Contact; social platforms including Instagram, Facebook, LinkedIn, X, and YouTube; ad management platforms including Facebook Ad Manager and LinkedIn Ads; graphics tools such as Canva; and WordPress for web content management.
• Familiarity with IEEE publishing platforms (Scholar One, POPP,  Author Portal) preferred.
• 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
• Must be able to adapt as the landscape within this position changes based on needs of the business
• Must be a technologically savvy contributor 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 understand the systems IEEE uses to deploy its intellectual property. Must be able to utilize web conference tools and technologies related to virtual presentations and be familiar with the Microsoft and Google suites, and Smartsheets,
• Demonstrated effective email communications and use of the Internet for research and communication, plus a regular user of large databases such as those used for association management or meeting registration
• Ability to work with financial data; must understand basic budgeting and accounting practices including but not limited to financial statements, balance sheets, invoices, and service agreements
• Travel required; must possess valid credentials for domestic and international travel

Other Requirements:
As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply.

PLEASE NOTE: This position is not budgeted for employer-sponsored immigration support, this includes all persons in F (both CPT and OPT), J, H, L, or O status.

For information on work demands and conditions required for this position, please consult the reference document, ADA Requirements. This position is classified under Category I - Office Positions.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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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.