Job Description:

Job Summary

The overall purpose of this position is to contribute to the growth of the portfolio by participating in new business activities. This individual also develops and executes the every-day business and administrative management of special initiatives & projects. Working with staff and volunteers, the individual is responsible for advancing projects by providing overall coordination & management, ensuring that key project goals are met by performing research and analysis. The individual manages excellent coordination between project stakeholders, volunteer engagement; provides recommendations for the resolution of problems and implements the solutions. This role typically reports to the Society Executive Director and does not have any direct reports. The incumbent must have the ability to take lead and work with minimal supervision. The incumbent may also be requested to mentor other staff.

Key Responsibilities

Project & Logistics Management:

• Achieves operational objectives by contributing information and recommendations to strategic plans and reviews; preparing and completing action plans; implementing production, productivity, quality, and customer-service standards; resolving problems; completing audits; identifying trends; determining system improvements; and implementing change.


• Explore new opportunities and provide creative solutions.


• Defines the scope of the project in collaboration with the Executive Director.


• Creates and manages a detailed work plan that identifies and sequences the activities needed to complete the project.


• Determines the resources (time, money, equipment, etc.) required to complete the project and creates forecasting requirements and annual budgets.


• Develop, review, and revise schedules for project completion that effectively allocate the resources to the activities.


• Writes reports on the project for management and partners.


• Communicates with Partners as outlined in Partner agreements.


• Proactively determine problems and provide preventative solutions.


• Works with volunteers to ensure that material is generated in support of EMBS Project initiatives, outreach to potential partners, research of new opportunities and potential program partners, development and execution of events, and program development/management.


• Manage day-to-day logistics and activities of the projects in accordance with policies & procedures.


• Manage all related contractors ensuring that all obligations, and deadlines are met.

 Financial Tracking and reporting Management

• Performs analysis and forecasting of revenue and expenses and report results to volunteer leadership.


• Provide future recommendations for improvements based on the analysis of the financial reports.


• Monitors and approves all budgeted special project expenditures, cash flow projections and reports actual cash flow and variance to Executive Director on a regular basis (monthly/ bimonthly).


• Manages all special project funds according to established accounting policies and procedures.


• Prepares financial reports and supporting documentation for funders and partners as outlined in funding agreements.


• Determines the objectives and measures upon which the project will be evaluated at its competition.

Management of Communication & Marketing

• Cultivate and manage relationships to increase visibility and bring in additional projects.


• Develop & implement a marketing and communications strategy for the assigned special projects & programs.


• Provides direction and support as well as contributes to written materials positively positioning the organization and its programs, including the website and social media outlets.


• Develop and monitor performance metrics for various marketing strategies and communications.


• Develops forms and records to document special project activities.


• Set up files to ensure that all project information is appropriately documented and secured.


• Monitors the progress of the project and adjusts as necessary to ensure the successful completion of the project.


• Establishes a communication schedule to update stakeholders including appropriate staff in the organization on the progress of the project.


• Review the quality of the work completed with the project team on a regular basis to ensure that it meets the project standards.

 Education

 Bachelor's degree or equivalent experience Req

Work Experience

•          7-10 years related work experience Req

•          Project management experience; Previous management-related association experience and a track record of successful project management experience Pref

•          Must have experience with financial reports for projects Req

•          Experience with Project Management Software (i.e. MS Project) Req

•          Experience with growing project portfolio Req

Skills and Requirements

•          Ability to multi-task and comfortable working under tight deadlines on both individual and team-based projects.

•          Proven ability to manage all related contractors ensuring that all obligations, and deadlines are met.

•          Familiarity with the health technology industry is desirable.

•          Familiarity with the EMBS Scope of Interest

•          Ability to understand complex verbal and written user business requirements and translate those into well-written clear proposals, requirements, specifications documents & project plans.

•          Available for occasional travel to events and meetings. Estimate 4-6 times per year.

•          Proficiency with Microsoft Office Suite applications.

•          Strong skills in working with spreadsheet analysis & databases (Smartsheet and Tableau preferred).

•          The individual must have excellent communication and motivational skills which will be used to enable and empower volunteer committee efforts in support of assigned projects.

•          Must be able to negotiate with and manage vendors.

Other Requirements:

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

PLEASE NOTE: This position is not budgeted for employer-sponsored immigration support, this includes all persons in F (both CPT and OPT), J, H, L, or O status.

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.

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