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 Director, 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 process, outsource to other groups and identifying where data capture is no longer relevant. Identifies and creates IT requests for automation of processes. Champion and oversee through completion.
Manages the rebate processes for sections and student branches including tracking, communications and preparation of final rebate summary and payment method.
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 communicate 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. Establish and monitor process for testing and creating final implementation.
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 to educate 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 represents the operations supporting the geographic units.
Implements new and updated Geographic Units through QA and Production.
Fulfills data requests for reports by volunteer 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 resolve 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 assess 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.
Education
Bachelor's degree or equivalent experience Req
Major in Business Administration, Communications or related field Pref
Work Experience
4-7 years business, association or project management experience Req
Policy experience in an Association or non-profit area is desired Pref
Strong administrative, diplomacy, organizational and operations skills Req
Prior knowledge of IEEE activities, Oracle database and department operations or being bilingual Pref
Licenses and Certifications
Project Management Certification Pref
Skills and Requirements
Strong data interpretation and analytical skills
Superior written and oral communications skills
Systems and applications: OBIEEE, Feith, Seibel, 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. There are regular and frequent contacts with IEEE staff and volunteers at all levels. Must strive for cooperation and effectiveness of services and have the ability to work as a member and leader of effective teams
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. Because of the broad scope and complexity of MGA and the geographic units, the incumbent must develop a sound understanding of IEEE staff and volunteer operations and policy/procedures in order to suggest or implement appropriate solutions for problems that may arise. The type of problems brought to the incumbent for solution may be without precedence and require research and unique solutions
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
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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.
