Key Responsibilities Data Verification & Smartsheet Records:

Review entries, clean data, calculate budgets, and generate PDF documentation for Smartsheet tracking. Member Service Programs (MSP): Record MSP Author Discount Payment budgets, issue approval/rejection notifications, record travel grant results, and process MSP reimbursements and hotel logistics.

IDEA Program Coordination:

Oversee IDEA application creation, arrange flights, hotels, and conference registrations for awardees, and coordinate IDEA certificate presentation events.

Technical Committees & DL Support:

Update Technical Committee (TC) activities and monitor/update Distinguished Lecturer (DL) event requests and report statuses.

Meeting Coordination & Scheduling:

Schedule international meetings across multiple time zones, manage Google Calendar invitations (ExCom, AdCom, RAS), run availability polls (Doodle), and track meeting follow-ups.

Roster & Committee Tracking:

Maintain the official RAS Positions Document and perform ongoing committee checks (e.g., IROS committee tracking).

Volunteer Vetting:

Coordinate legal vetting for AdCom leadership nominations, award candidates, and volunteer positions through IEEE processes. Website updates

Conference Logistics:

Oversee AdCom/ExCom hotel registrations and logistics for major annual conferences (ICRA, IROS, January Planning meetings), as well as assist with conference menu arrangements.

Promotional Goods & Merchandise:

Approve promotional items for chapters/events, manage physical shipments, and handle merchandise purchasing across Society units (RA-L, Haptics, VP

SAC, MAB

Sustainability & Specialty Grants:

Process Sustainability Grants, manage communications with the Sustainability Committee, and handle Third-Party Expertise Reports.

Financial Administration:

Process contracts, invoices, wire transfers, purchase orders (POs), and supplier setups. Other Duties as assigned by the

Executive Director Qualifications Required:

Associate's Degree or equivalent experience.

Preferred:

Bachelor's Degree or relevant experience in an association, non-profit, or academic environment.

Technical Skills:

Proficiency with Google Workspace (Google Calendar, Groups, Sheets), Smartsheet, Slack, and web administration platforms (wordpress).

Key Competencies:

Strong analytical, communication, and organizational skills; ability to manage multiple competing tasks independently across global time zones.

MIN:

$28.00

MAX:

$30.00

Job :

Administration Primary Location :

United States-New Jersey-Piscataway Schedule :

Full-time Job Type :

Temporary Job Posting :

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