Administrative Assistant Government Relations (N0449)

Job Summary The Staff Assistant, Government Relations, provides efficient administrative and clerical support to IEEE-USA's government activities programs and committees. The individual supports and regularly works with a seven-person professional staff, and directly reports to the Managing Director / Director of Government Relations. They will work under the regular supervision of the Technology Policy Activities Manager. This staff assistant has the primary responsibility of supporting specific committees and programs: • Career and Workforce Policy • Communications Policy • Critical Infrastructure Protection • Government Fellows • Medical Technology Policy • Research & Development Policy As requested and needed, the individual provides back-up support for other government activities committees and programs. The scope of their responsibilities requires process work from multiple sources, collaborate with other staff, and establish work priorities based on departmental goals and calendars. The individual will work routinely with volunteers, including the Vice President, Government Relations. This individual will interact with IEEE-USA members, the general public, Congressional officials and their staff members, other US government officials, vendors, and others in order to schedule meetings, execute information requests, prepare orders, procure inventory, and other administrative tasks. This individual will process payments and invoices, and prepare and distribute financial reports for multi-Society collaborations such as SET Congressional Visits Day. This individual will work occasionally with confidential information such as individual members' demographic, identity and credit information. Other duties may be assigned. Key Responsibilities Administrative and clerical functions, including but not limited to administration of processes that support accounts payable tasks and government relations, word-processing of documents, proofreading, and contracts administration; maintaining project tracking matrices and producing progress reports. General scheduling and logistical support of meetings and events, as well as specific event task execution and monitoring, such as catering. Maintaining the content of committee and program Web pages and committee / program rosters. Liaising with Congressional offices and scheduling appointments with those offices for key volunteer leaders and government relations staff. Responding to requests for information with appropriate information. Job Summary The Staff Assistant, Government Relations, provides efficient administrative and clerical support to IEEE-USA's government activities programs and committees. The individual supports and regularly works with a seven-person professional staff, and directly reports to the Managing Director / Director of Government Relations. They will work under the regular supervision of the Technology Policy Activities Manager. This staff assistant has the primary responsibility of supporting specific committees and programs: • Career and Workforce Policy • Communications Policy • Critical Infrastructure Protection • Government Fellows • Medical Technology Policy • Research & Development Policy As requested and needed, the individual provides back-up support for other government activities committees and programs. The scope of their responsibilities requires process work from multiple sources, collaborate with other staff, and establish work priorities based on departmental goals and calendars. The individual will work routinely with volunteers, including the Vice President, Government Relations. This individual will interact with IEEE-USA members, the general public, Congressional officials and their staff members, other US government officials, vendors, and others in order to schedule meetings, execute information requests, prepare orders, procure inventory, and other administrative tasks. This individual will process payments and invoices, and prepare and distribute financial reports for multi-Society collaborations such as SET Congressional Visits Day. This individual will work occasionally with confidential information such as individual members' demographic, identity and credit information. Other duties may be assigned. Key Responsibilities Administrative and clerical functions, including but not limited to administration of processes that support accounts payable tasks and government relations, word-processing of documents, proofreading, and contracts administration; maintaining project tracking matrices and producing progress reports. General scheduling and logistical support of meetings and events, as well as specific event task execution and monitoring, such as catering. Maintaining the content of committee and program Web pages and committee / program rosters. Liaising with Congressional offices and scheduling appointments with those offices for key volunteer leaders and government relations staff. Responding to requests for information with appropriate information. Education H.S. diploma Req Work Experience 2-4 years professional experience that demonstrate excellent administrative and clerical skills, organizational skills, attention to detail, and time management. Req Prior experience working in a fast-paced environment where he/she was responsible for multiple deadlines is needed. Req Prior experience working for a tax exempt organization’s government relations unit or for a lobbying organization will be helpful but is not required. Req Skills and Requirements He or she must be a technologically savvy knowledge worker who seeks out technology solutions to business challenges. Specific technology knowledge and experience needed to produce the desired outcomes include the following: Microsoft Office packages (e.g., Word, Excel, PowerPoint); knowledge of e-mail systems (e.g., Lotus Notes) and, knowledge of Web page content management systems, knowledge of contract and financial administration systems (e.g., Oracle Financials, Contribute). Spoken skills. This staff assistant must possess strong skills in business English. He/she must be able to communicate with those for whom English is a second language. He/she must be able to communicate accurately and concisely while handling routine and non-routine inquiries from committee members and volunteers. Presentation skills/size of audiences. During meetings and events, he or she may be called upon to make brief announcements of an informational/organizational nature. Writing skills. He or she must possess good writing and proofreading skills. He/she must be able to take accurate notes and meeting minutes for the review of the volunteers. He/she will be expected to compose and send correspondence such as meeting announcements and reminders, appointment requests, invitations, flyers and brochures, thank-you notes, and requisitions for booking hotel meeting space. Foreign language skills. Business fluency in a foreign language, especially Mandarin Chinese, French, Spanish, or Hindi will be helpful, but is not required. The Staff Assistant for Government Relations position requires strong interpersonal skills in order to be successful in the role. He/she will be expected to coordinate workflow among team members and execute individual work in a team environment comprised of the seven-person government relations staff. He/she is highly visible to and interacts regularly with volunteer leaders, committee members, the general public, Congressional and executive branch offices of the US government, vendors, and representatives of other tax-exempt and for-profit organizations. He or she will utilize interpersonal skills to accomplish the following:• Assist committee members and IEEE-USA volunteers with routine and non-routine inquiries regarding the committee’s work; he/she will be in regular contact with the committee members in order to accurately maintain an activity matrix and complete accomplishment reports for the committees he/she supports;• Utilize interpersonal, organizational and time management skills to coordinate work schedules and milestones with managers and colleagues;• Establish and maintain a positive working relationship with committee members and volunteers, as well as staff; his/her reputation must be one of reliability and job effectiveness;• Establish and maintain a positive working relationship with event vendors such as hotels, meeting spaces, and caterers, in order to ensure quality and timely delivery event/meeting needs. Typical problems are associated with the efficient execution of workflow from multiple sources, working under strict deadlines, resolving staff scheduling conflicts, and coordinating complicated appointment schedules, such as those associated with grassroots visits. He/she will be expected to independently resolve issues associated with vendors’ failure to deliver products and services, rescheduling of events due to conflicts or cancellations, negotiating for meeting space and meeting needs within competitive rates. Existing policies, standard instructions, established procedures, financial operations manuals, etc., are available to resolve problems. He or she will be expected to effectively apply his/her prior knowledge and experience and draw upon the advice and counsel of government relations staff and volunteers. He/she works independently on a day-to-day basis as a member of the government relations team. The Technology Policy Activities Manager supervises his/her workflow if issues arise, and participates with the Managing Director / Director of Government Relations in assessing his or her performance. 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, ADA Requirements. This position is classified under Category I - Office Positions. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. =============================================== 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. Education H.S. diploma Req Work Experience 2-4 years professional experience that demonstrate excellent administrative and clerical skills, organizational skills, attention to detail, and time management. Req Prior experience working in a fast-paced environment where he/she was responsible for multiple deadlines is needed. Req Prior experience working for a tax exempt organization’s government relations unit or for a lobbying organization will be helpful but is not required. Req Skills and Requirements He or she must be a technologically savvy knowledge worker who seeks out technology solutions to business challenges. Specific technology knowledge and experience needed to produce the desired outcomes include the following: Microsoft Office packages (e.g., Word, Excel, PowerPoint); knowledge of e-mail systems (e.g., Lotus Notes) and, knowledge of Web page content management systems, knowledge of contract and financial administration systems (e.g., Oracle Financials, Contribute). Spoken skills. This staff assistant must possess strong skills in business English. He/she must be able to communicate with those for whom English is a second language. He/she must be able to communicate accurately and concisely while handling routine and non-routine inquiries from committee members and volunteers. Presentation skills/size of audiences. During meetings and events, he or she may be called upon to make brief announcements of an informational/organizational nature. Writing skills. He or she must possess good writing and proofreading skills. He/she must be able to take accurate notes and meeting minutes for the review of the volunteers. He/she will be expected to compose and send correspondence such as meeting announcements and reminders, appointment requests, invitations, flyers and brochures, thank-you notes, and requisitions for booking hotel meeting space. Foreign language skills. Business fluency in a foreign language, especially Mandarin Chinese, French, Spanish, or Hindi will be helpful, but is not required. The Staff Assistant for Government Relations position requires strong interpersonal skills in order to be successful in the role. He/she will be expected to coordinate workflow among team members and execute individual work in a team environment comprised of the seven-person government relations staff. He/she is highly visible to and interacts regularly with volunteer leaders, committee members, the general public, Congressional and executive branch offices of the US government, vendors, and representatives of other tax-exempt and for-profit organizations. He or she will utilize interpersonal skills to accomplish the following:• Assist committee members and IEEE-USA volunteers with routine and non-routine inquiries regarding the committee’s work; he/she will be in regular contact with the committee members in order to accurately maintain an activity matrix and complete accomplishment reports for the committees he/she supports;• Utilize interpersonal, organizational and time management skills to coordinate work schedules and milestones with managers and colleagues;• Establish and maintain a positive working relationship with committee members and volunteers, as well as staff; his/her reputation must be one of reliability and job effectiveness;• Establish and maintain a positive working relationship with event vendors such as hotels, meeting spaces, and caterers, in order to ensure quality and timely delivery event/meeting needs. Typical problems are associated with the efficient execution of workflow from multiple sources, working under strict deadlines, resolving staff scheduling conflicts, and coordinating complicated appointment schedules, such as those associated with grassroots visits. He/she will be expected to independently resolve issues associated with vendors’ failure to deliver products and services, rescheduling of events due to conflicts or cancellations, negotiating for meeting space and meeting needs within competitive rates. Existing policies, standard instructions, established procedures, financial operations manuals, etc., are available to resolve problems. He or she will be expected to effectively apply his/her prior knowledge and experience and draw upon the advice and counsel of government relations staff and volunteers. He/she works independently on a day-to-day basis as a member of the government relations team. The Technology Policy Activities Manager supervises his/her workflow if issues arise, and participates with the Managing Director / Director of Government Relations in assessing his or her performance. 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, ADA Requirements. This position is classified under Category I - Office Positions. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. =============================================== 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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