Society Board Operations Manager (E5889) (Project Management)

Job Summary
This position provides high-level support to the IEEE ComSoc Executive Director and the Society by establishing, building and maintaining professional relationships with existing and prospective volunteer leaders. It functions in a highly visible and confidential capacity providing governance and operations guidance. The incumbent acts as an advisor on various projects, operations, and issues relevant to ComSoc including scoping and implementing the decisions of the Society Executive Leaders/Society Executive Director and collaborating with the Society Staff Team. Key responsibilities include developing processes and schedules for the smooth administration of the Society, maintaining compliance with IEEE documents requirements, and managing all logistics related to Society Executive Board meetings.

This position reports to the Executive Director of ComSoc and functions as an individual contributor. The incumbent is expected to be self-directed in day-to-day activities under the consultative direction of the Society Executive Director.


Key Responsibilities

• Manage activity related to the IEEE ComSoc Constitution, Bylaws and Policies and Procedures Manuals. Responsible for interpreting Bylaws and Policy and Procedures to resolve questions and issues for the Board of Governors, Operating Committee and Standing Committees. Oversee publication of governance documents in all formats and archival maintenance of governance documents.
• Provide subject matter guidance and administrative support for all phases of activities related to the operations of the Board of Governors (BoG), Operating Committee, Governance Committee, Nominations and Elections Committee, Fellows Committee and Awards Committee including directing and managing the associated activities such as the awards program, the Fellows presentations, the elections process, and the follow-up on all governance decisions and actions. Support virtual meetings and provide all logistics support for face-to-face meetings for these assemblies.
• Provide guidance and information in order to ensure that Society Board members have the support required as an active participant of each committee. Recommend required actions or changes to increase efficiency and effectiveness.
• Act as assistant secretary to the Board of Governors and Operating Committee. Manage assembly rosters, email aliases, and provide meeting planning assistance and on-site support including preparation of agendas, action items and minutes while providing guidance on policies and procedures. Use appropriate tools for agenda management and action item tracking while proactively following up with those who are accountable for the actions.
• Manage the society's annual election process and election vendors in support of the Nominations and Elections Committee including the petition process, campaign messaging, tallying results, and communications to members.
• Manage society infrastructure including society rosters, listservs, organizational charts, and recognition plaques for outgoing members.
• Ensure that webpages for the Board of Governors, Operating Committee, Councils, Ad Hoc and Standing Committees contains current information and that updates are made on a timely basis.
• Act as the primary point of contact with TAB and IEEE corporate staff on governance matters and related issues; provide guidance to society senior leadership on IEEE and IEEE TAB administrative and legislative procedures; ensure that all notifications are properly handled for governance changes in ComSoc governing documents.
• Manage the ComSoc governing documents to ensure they are complete and clearly written, thus providing volunteers with information needed to govern and properly administer the areas under their responsibility; ensure that ComSoc governing documents follow TAB and IEEE governing documents.
• Develop and implement an assessment plan of governance processes and identify drivers and methods of high performing committees; develop recommendations for utilization of tools and implementation of proven governance best practices.
• Lead a Society-wide records management initiative to make process and project plan documents accessible and compliant with legal, operational, and regulatory policies that embody the highest caliber of ethical behavior.
• Troubleshoot issues for ComSoc Boards, Councils and Standing Committees in areas related to OU contracts, legal issues, risk, sister society agreements, constitution, bylaws, policies and procedures, and elections.
• Train and/or develop training tools for the ComSoc Boards, Councils, and Standing Committees as necessary; oversee orientation for new Board members and volunteer leaders and direct routine communication of governance information.

Additional Responsibilities

• Periodic domestic and international travel required

Education

• Bachelor's degree or equivalent experience Liberal Arts, Business, or similar field Req
• Master's or other advanced degree Pref

Work Experience

• 4-7 years Program and project management and Board administration in complex organizations Req
• Previous experience working with volunteer leadership-based organizations a plus Pref
• Previous experience working with bylaws, policies and constitutionally based organization structures highly desirable Pref
• Board meeting management experience preferred Pref
• Large non-profit or association background a plus Pref

Skills and Requirements

• Demonstrated ability to self-direct, take initiative, and creatively solve problems
• Demonstrated ability to resolve problems and implement solutions with minimal supervision, including confidential matters, in a busy work environment
• Exceptional organizational skills and attention to detail
• Excellent interpersonal, written and verbal communication skills. Board expectations must be addressed in a clear and unambiguous fashion, while exercising tact
• Must be able to work independently and to work effectively under tight deadlines, achieve the cooperation of team members in managing large projects and resolve problems before they become critical
• Ability to manage several projects simultaneously
• Exceptional cultural awareness, judgment, and tact. Strong ability to problem solve and resolve conflict for positive outcomes for all involved
• Must be a technologically savvy knowledge worker who applies the benefits of technology to his or her work environment
• Must be able to utilize web conference tools and technologies related to virtual presentations
• Must be able to regularly use web content management systems/technology and off-the-shelf word processing, presentation and spreadsheet software. Mastery in using MS Word to revise governing documents using specific styles, formatting, tables of contents, and other editing features of MS Word.
• Advanced user of large databases, such as those used for association management
• Must be capable of developing efficient business processes and examining existing processes for cost and time efficiencies
• Domestic or international travel to Board of Governors and Operations Committee meetings required
• Familiarity with Robert's Rules of Order

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, "Physical, Mental, and Work Environment Standards for IEEE Positions." This position is classified under .

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.