Temporary specialist

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Job Description - Temporary Program Specialist Geo Unit Activities and Ops (E5511) (240205)

Job Summary

The following information aims to provide potential candidates with a better understanding of the requirements for this role.

The overall purpose of this position is to ensure the processes required to support the IEEE and Member and Geographic Activities Geographic Units are clearly defined and monitored for efficiency, data accuracy, and volunteer impact.

The incumbent in this position is primarily responsible for ensuring MGA Geographic Unit operations are supported in an efficient manner and adhere to both IEEE and MGA policy.

This position evaluates recommended policy changes for least disruptive impact to volunteers, staff, and existing system design and processes.

The role typically reports to the Operations Manager, Geographic Operations and manages no direct reports.

Key Responsibilities

Identifies, monitors, and continuously improves processes that must be in place to ensure healthy operations of the geographic units.

Ensures the units are run efficiently and transparently to unit officers and volunteers they support. Develops and maintains process flow for all associated processes.

Performs review of all processes for opportunities to improve and streamline. This includes, but is not limited to, automation of tasks or entire processes, outsourcing to other groups, and identifying where data capture is no longer relevant.

Identifies and creates IT requests for automation of processes. Champions and oversees through completion.

• Manages the rebate processes for sections and student branches including tracking, communications, and preparation of final rebate summary and payment method.
• Manages the monthly circulation of the Scoop Newsletter, including content gathering, organization, and creation.
• Manages tracking officers who have surpassed policy term limits and the process to identify ineligible officers who no longer meet qualifications.

Prepares report of officers in arrears and communicates status and action required to volunteers annually.

• Prepares the following for each MGA Board meeting : lists of inactive geographic units and dissolved geographic units; consent agenda items such as formation and elevation of geographic units.
• Evaluates boundaries in new sections and subsections and resolves issues due to country overlap, how to split boundaries, and reach consensus with sections on changes.

Responsible for designing, developing, and executing the Section & Chapter Vitality Self-Assessment report process. Builds, maintains, and improves automated Excel-based VBA report generating solutions.

Prepares final vitality reports for all units.

Identifies and monitors metrics that measure the health of the geographic units. Determines proper metrics for all operational processes and tracks progress using metrics.

Ensures accurate reports are provided for all geographic units. Responsible for educating volunteers in units and applicable staff on the data related to the health of the geographic units and their associated activities.

• Acts as data steward to ensure data capture, usage, and inter-relationships between processes, IEEE databases, and systems accurately represent the operations supporting the geographic units.
• Implements new and updated Geographic Units through QA and Production.
• Fulfills data requests for reports by volunteers and staff.
• Identifies data inconsistencies and investigates root cause. Takes action to notify affected groups and propose steps for resolution.
• Audits of petition process and unit creation in the IEEE database and resolves discrepancies between systems.
• Provides QA and testing for changes to systems and other MGA and IEEE processes that may impact geographic units.

Additional Responsibilities

• Investigates volunteer issues and assesses disposition and provides status of resolution or next steps to volunteer.
• Provides administrative support to volunteer committees when needed.
• Researches and prepares geographic unit historical landscape when requested.

Qualifications

Education

• Bachelor's degree or equivalent experience (Required)
• Major in Business Administration, Communications, or related field (Preferred)

Work Experience

• 4-7 years business, association, or project management experience (Required)
• Policy experience in an Association or non-profit area is desired (Preferred)
• Strong administrative, diplomacy, organizational, and operations skills (Required)
• Prior knowledge of IEEE activities, Oracle database, and department operations or being bilingual (Preferred)

Licenses and Certifications

Project Management Certification (Preferred)

Skills and Requirements

• Strong data interpretation and analytical skills.
• Superior written and oral communications skills.
• Systems and applications : OBIEEE, Feith, Siebel, Run My Process for online formation petitions processing, all vTools applications, SAMIEEE for volunteers, MS Visio.
• Strong & effective communication skills both internally & externally on a daily basis (Volunteers & Management). Solid human relations skills are critical for this position to perform his / her responsibilities.
• Presentation skills / size of audiences.
• Advanced knowledge of Microsoft Suite : Word, Access, Excel, PowerPoint, Project.
• Intermediate knowledge and use of databases.
• Understanding of account relationships in IEEE database (Siebel).
• Understanding of logic and site numbers for all geographic units.
• Requires being able to effectively explain and interpret organizational policies and procedures.
• Familiarity with all IEEE and financial policy documents and their relevance to Geographic Unit operations.
• Ability to travel on occasion to local and international locations.
• Possess excellent interpersonal skills and must be able to knowledgeably communicate with staff and volunteers. Issues must be addressed in a clear and unambiguous manner, while exercising tact, and maintaining confidentiality where necessary.
• Develop / recommend possible solutions / procedures. Problem solving ranges from routine to complex. Must be able to identify opportunities and areas of improvement and propose and implement means and ways for achieving those opportunities and improvements.

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 Category I - Office Positions.

IEEE is an EEO / AAP Employer / Protected Veteran / Disabled.

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.

A non-profit organization, IEEE is the world's leading professional association for the advancement of technology.

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Last updated : 2024-10-02