Temporary - Administrator

Job Summary

This position is responsible for providing support to the Robotics and Automation Society (RAS) Executive Office. This includes assisting the RAS Executive Director with reporting and high-level trend analysis, as well as performing various reporting, high-level analytical, and administrative duties for members of the RAS Executive Committee and select members of the RAS Administrative Committee.

The incumbent will provide volunteers with the knowledge and direct access to information needed to ensure smooth operations for the society, and must have a clear understanding of the operations required to manage the society activities they are engaged in. Based on regular collaboration with other staff members and volunteers, the incumbent will develop recommendations regarding best practices for their program areas and provide them to society leaders. This position works independently with minimal supervision.

Key Responsibilities

● Review and approve expense reports:

● Be the first point of contact for all expense report inquiries

● Thoroughly examine submitted expense reports for accuracy and compliance with RAS policies

● Follow up with volunteers to request additional information or clarification when needed

● Process Award Payments:

● Manage the administrative aspects 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 organize meetings

● Poll attendees to determine the best date and time for international group meetings

● Use scheduling tools to accommodate multiple time zones

● Analyze responses to find optimal meeting times

● Manage and fulfill requests for promotional materials to support conferences and Chapter activities.

● Serve as a Liaison / support staff assigned to the VP of Membership and Chapters

● Assist in logistics and meeting planning for any membership events at conferences

● Assist in creating membership calls, email campaigns, and program announcements

● Generate membership reports for marketing campaigns

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

● Coordinate requests for promo codes offering free or discounted membership, including tracking their effectiveness

● Support Chapter services including new-chapter applications and grants program

● Provide analysis and benchmarking of reports as needed

● Monitor Distinguished Lecturer (DL) reimbursements, analyzing DL expenses against IEEE Travel Policy. Send reminders, track spending against budget and regularly update DL chair.

● Compare spending against budget, analyze root causes of fluctuations, and provide input into annual budgeting process.

● Monitor activities of volunteer committees related to awards and grants (Society level, TC Level, Chapter Level, IEEE Level)

● Manage Society-level Awards Program - announcements, nominations

● Assist Awards Committee chair and members with selection process, including analysis of nominees against awards criteria

● Coordinate and liaise with IEEE Awards staff as needed

● Create and process necessary A/P paperwork for award winners (checks, wire transfers, supplier adds, supplier invoices)

● Produce and distribute award/grant certificates/plaques

● Provide administrative support for the Fellows nomination and evaluation process

● Serve as point of contact for GDPR requests, including honoring "right to be forgotten."

● Set up Purchase Orders and ensure expeditious expense reimbursement requests for RAS including issue resolutions. Analyze reports for any conflicts with IEEE Travel Policy.

● 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

Work Experience

2-4 years experience working at this level. Req

Experience working in a volunteer based organization with direct contact to volunteer leaders. Pref

Skills and Requirements

Must be proficient using Microsoft Word, Microsoft Excel, Microsoft PowerPoint and Google Workspace

Must be fluent in English and have a strong command of English grammar and syntax. Will communicate with the general public, volunteers, members, vendors, and staff