Publications Administrator (E5700) (Administrative)

Job Summary
The Publications Administrator provides high-level support that facilitates the high functioning of the Staff of Executive Publications, the senior members of the IEEE Publications Department, and the senior volunteer leadership of the PSPB. The Administrator also provides a high level of personal, customer, and volunteer support and builds & maintains professional relationships on behalf of the Publications Managing Director, Publications management team, and other members of Publications management and operations.

On behalf of the Managing Director and other senior members of the Publications management team, the Administrator supports research and information requests, prepares correspondence, authorizes expenses, assists in records management, receives visitors, arranges conference calls, and schedules meetings.

The Administrator fosters the continuous improvement of departmental functioning and effectiveness. This includes advocating for and facilitating staff career professional development and training initiatives and providing day-to-day supervision of lower-level administrative employees and temporary staff.
In addition, the Administrator supports specific volunteer committees within the PSPB and related governance structures as they are appointed. Specifically, the Administrator plans, organizes, and coordinates two annual PSPB Strategic Planning Committee meetings and its work in envisioning the future.

Lastly, the Administrator (in coordination with the Publications and Corporate Governance staff) supports selected ad hoc committees as required by the Managing Director and the Chair of PSPB.


Key Responsibilities

• Volunteer governance and communications:
• Ensure the IEEE Publication Services and Products Board and its key committees operate efficiently.
• Care and maintenance of the PSPB Operations Manual, including documentation of all policies and processes; ensuring that documents are complete, clearly written, compliant, and archived according to IEEE requirements.
• Planning and coordination of key committees, including preparation of meeting agendas, capture of minutes, administration of physical logistics, etc.
• Promotes and supports career development and training programs for the publications team.
• Manages correspondence with volunteers on behalf of the Managing Director and other senior members of the Publications management team as needed.
• Administrative support for the Managing Director, Publications:
• Effective management of senior publications staff and the overall publications department.
• Effective operations of the staff office, including space administration in consultation with facilities and technology support.
• Financial Administration:
• Maintains budgets and budget trends and assists in budget management for board operations.
• Management of the Publications Management Team's schedule and travel arrangements.

Additional Responsibilities

• Occasional travel of 15% to 20% may be required.

Education

• Bachelor's degree or equivalent experience in a liberal arts/sciences curriculum that stressed excellence in research and writing Req

Work Experience

• 4-7 years Relevant business experience includes five years of experience supporting a key executive, preferably with an international publisher, in marketing, sales, or public relations. Their background must include experience in a customer-focused business environment that demonstrates knowledge and skill in three or more of the following areas: • Support of a key executive; • Statistical, operational, strategic, and/or financial planning and reporting; • Gathering, analyzing, interpreting, reporting, and benchmarking marketing and administrative data; • Project and task management, including skills in defining requirements, translating requirements into measurable goals and outcomes, documenting milestones and desired outcomes, planning and scheduling implementation activities, coordinating and developing communication plans, planning for training and development, and planning for and providing information sharing sessions with internal and external clients; and, • Analysis and management of administrative processes and quality efforts Req

Skills and Requirements

• Must be a technologically savvy knowledge worker seeking technology solutions to business challenges. Advanced competency with Microsoft Office tools, including Word, Excel, and PowerPoint. General knowledge of email. Personal experience with web social networking tools like LinkedIn or Facebook is desirable.
• Presentation skills/size of audiences. Excellent skills in preparing PowerPoint with multi-media components for a variety of audiences.
• This position deals with a lot of incoming inquiries and correspondence. This person must have the strong ability to write clear and effective responses to correspondence via email as well as in the occasional memo.
• Excellent reading and proofreading abilities. Must stay current on industry trends to assist department management and IEEE volunteers.
• Foreign language skills. Business fluency in a foreign language will be helpful, but not required.
• Must have the ability to communicate and interact effectively, diplomatically, and positively with all levels of Publications staff, senior-level volunteers, Management Council, IEEE staff members, and external associations and partners.
• Must be able to plan and prioritize specific tasks, anticipate the needs of the Staff Executive Publications and demonstrate resourcefulness to solve problems. Ability to balance multiple projects simultaneously with minimal supervision while meeting deadlines is a must. Able to think through scheduling conflicts, and sort and redirect incoming correspondence to the optimum benefit of the office. Make administrative decisions in a fashion consistent with and on behalf of the Staff Executive.

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 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.