What are the responsibilities and job description for the Temporary Administrative Support position at IEEE?
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:
Education and Experience:
As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply.
N/A
Primary Location
United States-New Jersey-Piscataway
Schedule
Full-time
Job Type
Temporary
Job Posting
Dec 30, 2025, 3:06:46 AM
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.
- List Formatting & Import
- Format spreadsheets for HubSpot import (standardize fields, remove errors)
- Validate contacts against existing database
- Upload cleaned lists to HubSpot and confirm successful imports
- GDPR Requests – Right to be Forgotten
- Monitor incoming GDPR deletion requests
- Check if the contact exists in HubSpot
- Mark completion in the request form
- Delete contact records when applicable
- Contact Duplicate Management
- Review HubSpot’s duplicate contact alerts
- Verify if flagged contacts are true duplicates
- Merge duplicates while preserving key data
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
- 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.
- $28-$32/hr
As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply.
N/A
Primary Location
United States-New Jersey-Piscataway
Schedule
Full-time
Job Type
Temporary
Job Posting
Dec 30, 2025, 3:06:46 AM
Salary : $28 - $32