Temporary Administrative Support - Full-time

Temporary - Administrative Support

Description

Job Summary

This position is located within IEEE Signal Processing Society (SPS) to provide full-time administrative support, working up to 40 hours per week, for various programs including SPS Education and multiple database clean-up efforts, i.e., SPS Resource Center, SPS SigPort, and support reporting efforts for HubSpot, address GDPR reporting, and assist in contact duplication management.

General responsibilities (32 hours per week):

Specific responsibilities include, but are not limited to:

-        Assisting the Education Manager in preparing material for SPS Education courses, webinars, podcasts, presenter correspondence, certificates of participation, and CEU requests.

-        Providing back-up support during live sessions for SPS Education courses.

-        Collecting customer feedback provided in course evaluations and providing reports on that data as needed.

-        Assisting with the review of marketing messages to ensure accuracy.

-        Assisting with the creation and distribution of email campaigns.

-        Making annual updates to organizational documents pertaining to Webinar training, managing conference-education partnership meeting materials, brochures, and program process documentation.

-        Assisting in updating SPS program web pages as needed.

-        Assisting in the development of the SPS Education Center and catalog creation.

-        Assisting in the support and planning of SPS ongoing update to the Education Center.

-        Assisting in the support of SPS Pre-University STEM Education Program.

-        Assisting in the support of travel reimbursements and honorarium requests.

IEEE SPS Data Operations Support Needs (approximately 8 hours per week)

· List Formatting & Import

o Format spreadsheets for HubSpot import (standardize fields, remove errors)

o Validate contacts against existing database

o Upload cleaned lists to HubSpot and confirm successful imports

· GDPR Requests – Right to be Forgotten

o Monitor incoming GDPR deletion requests

o Check if the contact exists in HubSpot

o Mark completion in the request form

o Delete contact records when applicable

· Contact Duplicate Management

o Review HubSpot’s duplicate contact alerts

o Verify if flagged contacts are true duplicates

o Merge duplicates while preserving key data

Qualifications

Education and Experience:

-        Bachelor’s degree in communications, marketing, management, education, or related field.

-        Project Management training and/or certification highly desirable.

-        4-6 years progressively responsible experience in an office environment

Skills and Other Requirements:

-        High proficiency in either or both the Microsoft Office Suite or Google Application Suite, particularly proficient in spreadsheet.

-        High proficiency with web conference applications like Zoom and WebEx; experience with additional learning platforms a plus.

-        Excellent organizational and time management skills, including a demonstrated ability to perform tasks with limited direct supervision and independently solve problems.

-        Strong interpersonal skills and the ability to effectively communicate with a wide range of individuals and groups from diverse settings and locations.

-        Mature, detail-oriented, able to work well under deadline pressure, and work independently as well as with a team.

-        Strong oral and written communication skills.

-        Attention to detail and deadlines

-        Superior customer service orientation.

-        Experience with contract administration a plus.

-        Presentation and public speaking skills are desirable for this position.

-        Proficient in use of SmartSheets or OpenWater platform a plus.

·        The individual’s work hours shall conform to the following requirements:

-        The individual shall work up to 40 hours per week. 

-        Individual should be located in the Piscataway, New Jersey area and can attend in-person meetings in the Piscataway, New Jersey office.

Salary Range:

• $28-$32/hr

Other Requirements:
As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply.