Committee and Program Administrator

Education

Bachelor's degree or equivalent experience in relevant field or equivalent experience Req Work Experience

4-7 years Progressively responsible professional experience with a focus on program or project management in a technical environment Req

2-4 years Supporting governance, board-level committees, or executive operations in a nonprofit, academic, or association setting. Pref

2-4 years Hands-on experience managing or administering online platforms such as OpenWater, BoardEffect, Siebel, or equivalent systems. Req

2-4 years Experience creating and editing board materials, reports, and web content with a high degree of accuracy. Pref

2-4 years Experience supporting senior leadership or volunteer boards in a professional services, nonprofit, or association environment. Pref

2-4 years Strong history of managing multiple projects simultaneously, meeting tight deadlines, and maintaining confidentiality. Req

2-4 years Content Management experience Pref Skills and Requirements

Excellent skills in Microsoft Office & G suite applications; technologically savvy

Intermediate proficiency in Excel or SmartSheet is required; Advanced proficiency preferred

Strong writing and editing skills, particularly for formal or executive communications.

Data management experience with strong troubleshooting and analytical skills required. Experience resolving user system-related issues is highly preferred.

Basic website management experience and /or knowledge of CMS platforms and HTML

Exceptional attention to detail and a track record of producing accurate deliverables in a deadline-driven environment

Familiarity with developing project requirements and plans

Ability to work in cross-functional and solutions-oriented team

Ability to manage multiple highly visible projects simultaneously with shifting priorities, while maintaining accuracy and meeting deadlines.

Takes initiative and demonstrates ownership of responsibilities with minimal supervision.

Exercises discretion, tact, and professionalism when handling confidential information.

Collaborative and communicative team player who keeps stakeholders informed.

Proven project and time management skills.

Uses discretion and good judgment.

Ability to create and sustain effective relationships with volunteers and staff.

Must be able to travel domestically and internationally up to 3 times per year Skills and Requirements

Demonstrated problem solving skills Strong Critical thinking and problem solving skills

Maintains composure under pressure Ability to function under pressure with tight deadlines, competing priorities, and within a fast-paced environment 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.

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. Job Summary

The overall purpose of this position is to support IEEE's committees and governance programs. This includes the operational activities of the IEEE Nominations and Appointments Committee (N&A) and its corresponding programs and subcommittees to ensure timely, accurate, and effective processes, information distribution, and data management. This person will contribute to additional committees and programs as assigned, which will include all aspects of committee administration. They will serve as the expert with the department's web-based systems, such as a board portal, application, and event software, and create and manage systems user accounts, troubleshoot, liaise with vendors, and train users. They will also collaborate with other departments to build and maintain user-friendly education and processes for volunteer applicants. This person will update the department's web pages routinely by creating content and partnering with the team to ensure pages are timely, accurate, and reader-friendly.

This role reports directly to the Program Manager, IEEE Nominations & Appointments (N&A), who is the primary lead for the N&A Committee. The Administrator supports the Program Manager in managing committee timelines, meetings, reporting, system administration, and action item execution. This position works under general supervision and authority.

Key Responsibilities

Systems Administration (30%)

Serves as the Corporate Governance subject matter expert (SME) and primary systems administrator for OpenWater, BoardEffect, and Siebel, including managing user access, conducting testing, and supporting quality assurance.

Creates, maintains, and updates documentation for standard operating procedures and user education.

Configures and adopts new services and features as necessary.

Identifies and implements database modifications to support accurate recording and reporting.

Accurately enters board and committee member appointments into the IEEE membership system, which maintains the history of IEEE volunteer leadership roles.

Collaborates with the Governance Team and IT to configure and enhance software platforms based on user feedback and learned insights.

Performs User Acceptance Testing on various applications and delivery systems.

Troubleshoot issues and liaise directly with vendors and internal IT staff to resolve problems quickly and accurately.

Content Management (10%)

Updates, edits, and maintains IEEE.org website content for Corporate Governance.

Updates, organizes, and ensures the accuracy of the web content in collaboration with the web page owners in accordance with IEEE brand standards

Committee Administration (50%)

Coordinates all aspects of meeting planning - requests, facilitation, and onsite support by collaborating with the IEEE Meeting, Conferences, and Events Department.

Coordinates N&A subcommittee meetings, including scheduling, preparation of materials, and follow-up.

Creates and formats draft agendas; prioritizes items in consultation with management to finalize agendas; creates and distributes agenda materials.

Drafts committee meeting minutes.

Supports N&A committee operations as assigned

Tracks and completes follow-up items.

Creates reports for the Board of Directors.

Assists in updating the N&A committee timeline and action item tracking, helping to ensure deadlines and deliverables are met. Proactively communicates updates to the Program Manager.

Assists the Program Manager in preparing first drafts of Board agenda items, meeting summaries, and other formal documentation.

Conducts final reviews and quality checks on all materials and submissions prior to distribution.

Other Projects (10%)

Contributes to other department projects as assigned. Travel Information

20% Domestic and International Occasional overnight travel is required, typically once per year, but may be required up to three times annually, including international destinations. Must possess valid travel documentation, including a current passport.