Temporary - Administrator at APN Consulting, Inc

 
Temporary - Administrator
Piscataway NJ location (445 Hoes Lane)
Hybrid Schedule (3 days on-site, 2 days remote) after training
12 months Contract
 
Job Description
Job Summary
This position is responsible for providing support to the Robotics and Automation Society (RAS) Executive Office
This includes assisting the RAS Executive Director with reporting and high-level trend analysis, as well as performing various reporting, high-level analytical, and administrative duties for members of the RAS Executive Committee and select members of the RAS Administrative Committee
The incumbent will provide volunteers with the knowledge and direct access to information needed to ensure smooth operations for the society, and must have a clear understanding of the operations required to manage the society activities they are engaged in
Based on regular collaboration with other staff members and volunteers, the incumbent will develop recommendations regarding best practices for their program areas and provide them to society leaders
This position works independently with minimal supervision.

Key Responsibilities
      Review and approve expense reports:
      Be the first point of contact for all expense report inquiries
      Thoroughly examine submitted expense reports for accuracy and compliance with RAS policies
      Follow up with volunteers to request additional information or clarification when needed
      Process Award Payments:
      Manage the administrative aspects of Society award programs
      Ensure timely processing of award payments
      Produce and distribute award certificates and plaques
      Coordinate with vendors for the creation and delivery of recognition items
      Prepare nomination packets for committee review
      Coordinate and organize meetings
      Poll attendees to determine the best date and time for international group meetings
      Use scheduling tools to accommodate multiple time zones
      Analyze responses to find optimal meeting times
      Manage and fulfill requests for promotional materials to support conferences and Chapter activities.
      Serve as a Liaison / support staff assigned to the VP of Membership and Chapters
      Assist in logistics and meeting planning for any membership events at conferences
      Assist in creating membership calls, email campaigns, and program announcements
      Generate membership reports for marketing campaigns
      Coordinate with MGA to ensure distribution of up-to-date welcome letters to all new Society members
      Coordinate requests for promo codes offering free or discounted membership, including tracking their effectiveness
      Support Chapter services including new-chapter applications and grants program
      Provide analysis and benchmarking of reports as needed
      Monitor Distinguished Lecturer (DL) reimbursements, analyzing DL expenses against Travel Policy
Send reminders, track spending against budget and regularly update DL chair.
      Compare spending against budget, analyze root causes of fluctuations, and provide input into annual budgeting process.
      Monitor activities of volunteer committees related to awards and grants (Society level, TC Level, Chapter Level)
      Manage Society-level Awards Program - announcements, nominations
      Assist Awards Committee chair and members with selection process, including analysis of nominees against awards criteria
      Coordinate and liaise with Awards staff as needed
      Create and process necessary A/P paperwork for award winners (checks, wire transfers, supplier adds, supplier invoices)
      Produce and distribute award/grant certificates/plaques
      Provide administrative support for the Fellows nomination and evaluation process
      Serve as point of contact for GDPR requests, including honoring "right to be forgotten.”
      Set up Purchase Orders and ensure expeditious expense reimbursement requests for RAS including issue resolutions
Analyze reports for any conflicts with Travel Policy.
      Perform data gathering, analysis, and issue resolution in support of additional core society business functions as needed (Publications, Conferences, Education.)
 Other tasks as assigned by the Executive Director

Qualifications 
Work Experience
2-4 years experience working at this level.
Experience working in a volunteer based organization with direct contact to volunteer leaders
Pref
 
Skills and Requirements
Must be proficient using Microsoft Word, Microsoft Excel, Microsoft PowerPoint and Google Workspace
Must be fluent in English and have a strong command of English grammar and syntax
Will communicate with the general public, volunteers, members, vendors, and staff