Institute of Electrical and Electronics Engineers, Inc.

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Technical Activities Program Outreach Manager (E5978) (Personal Services)



Job Summary 
The overall purpose of this position is to support IEEE Technical Activities Strategic Planning and Program group, including the cross-organization operational activities of the IEEE Strategic Planning and its corresponding programs to ensure timely, accurate, and effective processes, information distribution, and information management.IEEE TA Programs focus on cross organizational activities that broaden participation and have included IEEE TechEthics, IEEE Entrepreneurship, Technical Activities coordination with the IEEE Expanding Collaboration & Engagement Program, etc.

This person will contribute to additional committees and programs as assigned that will include all aspects of program administration and volunteer support. They will serve as the expert with the program administrative information. This person will update program information routinely by creating content and partnering with the team to ensure program information is timely, accurate, and user-friendly. The position reports to the Sr Director, Technical Activities Strategy and functions as an individual contributor. This position works under general supervision and authority. 


Key Responsibilities

  • Project Administration (25%)
  • Tracks program goals and metrics, ensuring clear communications on timing and follow-ups with necessary parties to ensure timing is met. Monitors the progress of the programs deliverables and adjust as necessary to ensure successful completion.
  • Manages project tracker updates for programs and ensures information is disseminated to the appropriate parties
  • Provide input on the resources (time, money, equipment, etc.) required to complete program deliverables
  • Program Administration (40%)
  • Coordinates all aspects of meeting planning - requests, facilitation, and onsite support by collaborating with IEEE and TA Series Meeting Logistics Team and the IEEE Conferences, Events, and Experiences Department.
  • Creates and formats draft agendas; prioritizes items in consultation with management to finalize agendas; creates and distributes agenda materials.
  • Drafts committee meeting minutes.
  • Supports program operations as assigned
  • Tracks and completes follow-up items.
  • Supports creation of reports for the Board of Directors, coordinating as needed with volunteer, staff, and vendor partners.
  • Works with volunteers to ensure that material is generated in support of program initiatives, outreach to potential partners, research of new opportunities and potential program partners, development and execution of events and program development/management.
  • Work directly with IEEE marketing staff to create graphics; collateral to promote relevant accomplishments.
  • Logistical support for program webinars and other content generating activities.
  • Supports day to day logistics and activities of assigned programs in accordance with IEEE policies & procedures.
  • Support volunteer committees and staff leadership as appropriate.
  • Documentation and Communications (25%)
  • Support maintenance of web content including landing page articles, event calendar, education promotions, etc.
  • Coordinate & facilitate meetings (in-person and virtual) including agendas, committee communication, volunteer support, etc.
  • Implements and supports the communication strategy for assigned programs.
  • Write reports on program milestones for key stakeholders as needed.
  • Sets up files to ensure that all information is appropriately documented and secured.
  • Establishes a communications schedule to update stakeholders including appropriate staff, volunteers, program participants, etc.
  • Manage and maintain listservs that support certain programs and committees.
  • Aids in pulling together relevant content and links for supporting content.
  • Support program campaigns as needed, coordinating with appropriate teams.
  • Other Projects and Programs (10%)
  • Contributes to department projects as assigned.

Education
 

  • Bachelor's degree or equivalent experience in relevant field or equivalent experience Req

Work Experience
 

  • 4-7 years cumulative work experience with at least 2-3 years in a program support role Req
  • 2-4 years Project management experience Req

  • 2-4 years Content Management experience Pref

  • 2-4 years Volunteer relations experience Pref

Skills and Requirements 

  • Excellent skills in Microsoft Office & G suite applications; technologically savvy
  • Intermediate proficiency in Excel or SmartSheet required; Advanced proficiency preferred
  • Excellent written and verbal communication skills
  • Basic website management experience and /or knowledge of CMS platforms and HTML
  • Highly organized with attention to detail
  • Familiarity with developing project requirements and plans
  • Ability to work in cross-functional and solutions-oriented team
  • Ability to manage several projects simultaneously and comfortable with meeting tight deadlines
  • Proactive and motivated
  • Proven project and time management skills
  • Uses discretion and good judgment
  • Professionalism and ability to maintain confidentiality is a must
  • Ability to create and sustain effective relationships with volunteers and staff
  • Must be able to travel domestically and internationally 2-3 times per year
  • Interpersonal skills are required; contact via email, phone, and in-person with volunteers, members, prospective members, consultants, staff, vendors and others is constant and essential to the smooth running of programs that are supported.
  • Must be comfortable addressing groups of varying sizes.
  • Proactive in solving daily problems as well as resolving unexpected situations.
  • Ability to gather, organize and report information coherently.
  • Ability to identify and address changing needs and requirements and provide results and support as necessary.
  • Strong familiarity with computer applications such as Microsoft Office, Google applications, SmartSheets, and others.
  • Must be comfortable addressing groups of varying sizes.
  • Proactive in solving daily problems as well as resolving unexpected situations.
  • Data management experience with a proven record of troubleshooting and resolving user system-related issues is a plus but not required

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.

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