IAS Program Specialist (Finance)

Job Summary
This position exists to analyze, develop, and implement committee & operation activities in support of the industry outreach activities of the IEEE Industry Applications Society (IAS). The overall purpose of this position is to develop and execute efforts that advance IAS' global reach, impact, and influence by maximizing the effectiveness of the Society's engagement with industry, government groups, universities, and more. The primary function of the IAS Program Specialist is to implement the IAS's operations, programs, and volunteer efforts, including event planning and administration, marketing, reporting, compliance, and administrative duties related to this area. This role reports to the IAS Society Executive Director.

This individual will work with minimal supervision and will be expected to become knowledgeable of all aspects of the IAS businesses that relate to this area, and to apply that knowledge in the successful support of operations, programs, and volunteer efforts. At the direction of their supervisor, additional duties and special projects might be added to support other IAS functions over time.

This person will have limited signing authority for expenditures for up to $1,000.



Key Responsibilities

• Publication Department Support
• Provides administrative assistance to the EiCs, handling correspondence, managing emails, and maintaining documents and records related to the publications.
• Provides administrative assistance to EiCs for handing (a) regular paper submission from conferences, (b) special issues paper submission and (c) direct paper submission.
• Participates in the final file verification work, including checking each set of final files and working with the author to complete the final files.
• Communicates with authors to supply missing information from final files.
• Prepares a Paper Transmittal Form for each paper listing such items as paper title, author(s), identification numbers, review dates, contact information, and previous conference publication(s).
• Assists in preparing a list of paper reviewers and administrators for the previous calendar year for publication in the March/April issue of the Transactions
• Oversees coordination of the peer review process, which involves tracking the manuscripts that exceed the target deadline and issue reminders to TCPRCs, AEs, or reviewers.
• Serves as a point of contact for authors, reviewers, AEs, TCPRCs and Committees. Responding to inquiries, providing information about submission guidelines and publication processes, and ensuring timely communication throughout the publication cycle.
• Provides general office support, such as handling different files, contacting conference organizers regarding paper invitation, organizing files, and assisting with other administrative tasks as needed.
• Maintains accurate records and documentation of administrative activities, preparing reports on submission and publication metrics, and providing regular updates to the EiCs and Deputy EiCs as needed.
• Conference Department Support
• Supports the Meetings Department activities through managing the conference application process, compilation and maintenance of conference application data, communication with conference organizers and coordination with CEE to ensure timely response to conference organizers.
• Manages relationships with conference chairs through soliciting post-conference reports and updates from conference organizers, following up with conference organizers about future editions, connecting conference organizers with technical committee conference representatives and operating department conference representatives to promote IAS membership and to enable conference organizers access society resources
• Assists to develop content and distribute informational brochures and guidelines to conference organizers on sponsorship options, conference management and conference publications. Coordinating with other society staff and meetings department volunteers to update the website with information that is of interest to conference organizers as well as society members.

Education

• Bachelor's degree or equivalent experience Req

Work Experience

• 2-4 years Project management, ability to manage multiple projects at the same time Req

Skills and Requirements

• 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.

Skills and Requirements

• Demonstrated time management and priority setting skills
• Excellent organizational skills
• Friendly and service-oriented
• Highly thorough and dependable
• Performs work independently with minimal supervision

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.