Operations and Governance Specialist (E5619) (Finance)

Membership and Chapter Support Responsibilities

Membership Campaigns and Communications: Collaborate on membership campaigns, communications, and outreach efforts, including coordination with the  IEEE Business & Data Related Services (BDRS) team on outbound communications.Newsletter

Management: Assist in curating content. Edit the monthly EMBS newsletter to maintain member engagement.

Awards Management: Oversee and coordinate the Chapter and Society awards nomination process. Manage travel reimbursements for award recipients. Coordinate the ordering and shipment of awards.

Chapter and Distinguished Lecturer Administration: Oversee chapter fund distribution and approve petitions for new chapters. Maintain a thorough understanding of chapter establishment procedures. Review, distribute, and address inquiries submitted via the EMBS Customer Contact Form. Track and fulfill promotional item requests from chapters.

Membership Data and Reporting: Prepare monthly membership and chapter statistics and reports. Maintain up-to-date membership dashboards and files. Generate reports and prepare and monitor invoices and expense reports.

Society Administration, Governance, and Committee Support

Governance Coordination: Understand and articulate the purpose and goals of AdCom and ExCom meetings. Maintain a strong understanding of EMBS and its governance structure. Follow IEEE policies on committee material archiving and record-keeping.

Administrative Support: Maintain committee rosters, motion records, Google Groups, and other historical records and dashboards.Schedule committee meetings utilizing computerized scheduling polls. Coordinate materials pre- and post-meetings and take and transcribe minutes.                                                                                                                          

Project Coordination: Manage multiple projects, generate reports, and prepare and monitor invoices and expense reports.Collaborate with the Conference Portfolio Manager and Senior Operations Manager on specific initiatives.

Election Management: Oversee the election process, including using and managing the DirectVote Live platform. Communicate with candidates and the Nominating Committee with excellent written communication skills. Ensure confidentiality during executive sessions and maintain discretion and ethical conduct.

Expense Administration: Administer and track volunteer expense reports . Ensure compliance with financial policies and procedures, with attention to detail for accurate reimbursements.

Parliamentary Expertise: Apply Robert's Rules of Order and parliamentary procedures to governance contexts.

Special Projects and Travel

Special Project Coordination: Coordinate and execute special projects as assigned, including composing memos, transcribing notes, conducting research, and creating presentations.

Travel: Be willing and able to travel to meetings when required.

Key Responsibilities

Communication Skills: Exceptional written and verbal communication skills to engage diverse audiences effectively and ensure accurate documentation (e.g., agendas, minutes, and handouts).

Marketing Expertise: Ability to develop and execute impactful marketing and communication campaigns.

Data Analysis: Proficiency in Tableau (or willingness to learn) to analyze and report data effectively.

Presentation Development: Advanced Microsoft PowerPoint skills for creating professional presentations.

Organizational Abilities: Strong time management, scheduling, and logistics skills to manage timelines, milestones, and deliverables.

Analytical Proficiency: Advanced analytical skills to interpret data and inform decision-making.

Financial Acumen: Competence in financial management to support budgeting and resource allocation.

Technological Proficiency: Skilled in Smartsheet, Google Workspace, transcription tools, recording review, and other relevant technologies and project management tools.

Customer Service: Professional and responsive customer service skills to address inquiries promptly.

Attention to Detail: High accuracy in preparing agendas, handouts, and related documentation.

Flexibility: Managing international and domestic travel (approximately four times per year).

Education, Knowledge, Skills, and Abilities Preferred: Bachelor's degree or equivalent experience in Organizational Development, Non-Profit, Management, Business, Sociology, Anthropology, Marketing, or related fields. ReqMaster's or other advanced degree or degree in Business Administration, Non-Profit Management, Organizational Development, or other related field helpful PrefStrong skills in MS Office Applications. Experience in health care, nonprofit, or corporate sectors is helpful.

Work Experience

Preferred: 4–7 years in a related role. 

Required: Experience in communications, non-profit governance support, business administration, corporate or project management roles. Must demonstrate strong interpersonal, presentation, reporting, and organizational skills. 

Required: Experience working with volunteer boards and committees and the ability to collaborate with executive-level clients, customers, or volunteers. 

Preferred: Experience managing projects, people, or cross-organizational teams.