Activities Specialist, Technical Communities

The Activities Specialist position proactively supports and assists the robust volunteer Technical Communities and activities across the fields of interest of the IEEE Computer Society (CS).  This person is primarily responsible for oversight of and portfolio management for assigned CS volunteer communities, and provides advice and encouragement to volunteer leaders creating and participating in a variety of technical activities. 

Primary focuses for this role are: overseeing a portfolio of activities under select Technical Committees, ensuring compliance with IEEE and CS policies, budget reviews and hotel/vendor contracting and assistance with planning and/or onsite logistics. 

This individual must be able to manage multiple portfolios simultaneously and accommodate the individual needs of committees, volunteers, staff, and attendees as requested. The role will report to a Manager and has no direct report. The incumbent will work under the general direction of the manager and alongside a team with similar responsibilities and will be expected to research issues and determine the appropriate course of action with limited supervision.

Key Responsibilities
 

Volunteer Management & Communications (30%)

• Act as the primary point of contact for assigned Technical Community portfolios, volunteers activities or internal projects as assigned.

• Coordinate communications and provide general guidance among volunteers and internal IEEE/Computer Society staff, often acting as a direct liaison between these parties.

• Provide routine updates to the Supervisor and keep them apprised of challenges, concerns or issues that could jeopardize workflow or adherence to policies or procedures.

Portfolio Process, Compliance and Database Management (30%)

• Ensure that collection of activities within each portfolio follows the specific guidelines, policies and processes in order to be considered for CS financial sponsorship and provide follow-up communications with volunteers as necessary.

• Work closely with volunteers and various partners within IEEE to support the preparation and submission and approval of the internal Application process

• Assist in preparation and review of budgets and collaborate with volunteers in budget questions or concerns

• Coordinate and support the updating of budgets during all phases of planning, implementation, and closing.

• Review, submit and ensure compliance of all contracts associated with portfolio activities

• Submit requests for Purchase Orders (POs) to align with contractual obligations

• Assist with payments to vendors through IEEE Channels, if necessary

• Consistently maintain/support overall CS Informa