Temporary - Society Admin

APN Consulting, Inc. is a progressive IT staffing and services company offering innovative business solutions to improve client business outcomes. We focus on high impact technology solutions in ServiceNow, Fullstack, Cloud & Data, and AI / ML. Due to our globally expanding service offerings we are seeking top-talent to join our teams and grow with us.

Role: Society Administrative Assistant
Location: Piscataway NJ, 08854
Contract
Hybrid

Description
Job Summary
The Temporary Administrative Assistant supports the  Robotics and Automation Society (RAS) Executive Office by managing daily operational, analytical, financial, and digital administrative tasks. Working closely with staff and volunteer leadership, this role ensures smooth Society operations across Chapter programs, Publications digital infrastructure, international Conference logistics, Award administration, and Governance support. The position requires high accuracy, strong organizational skills, and the ability to work independently across multiple digital tools and global time zones.
 
Key Responsibilities

• Data Verification & Smartsheet Records: Review entries, clean data, calculate budgets, and generate PDF documentation for Smartsheet tracking.
• Member Service Programs (MSP): Record MSP Author Discount Payment budgets, issue approval/rejection notifications, record travel grant results, and process MSP reimbursements and hotel logistics.
• IDEA Program Coordination: Oversee IDEA application creation, arrange flights, hotels, and conference registrations for awardees, and coordinate IDEA certificate presentation events.
• Technical Committees & DL Support: Update Technical Committee (TC) activities and monitor/update Distinguished Lecturer (DL) event requests and report statuses.
• Meeting Coordination & Scheduling: Schedule international meetings across multiple time zones, manage Google Calendar invitations (ExCom, AdCom, RAS), run availability polls (Doodle), and track meeting follow-ups.
• Roster & Committee Tracking: Maintain the official RAS Positions Document and perform ongoing committee checks (e.g., IROS committee tracking).
• Volunteer Vetting: Coordinate legal vetting for AdCom leadership nominations, award candidates, and volunteer positions through  processes.
• Website updates
• Conference Logistics: Oversee AdCom/ExCom hotel registrations and logistics for major annual conferences (ICRA, IROS, January Planning meetings), as well as assist with conference menu arrangements.
• Promotional Goods & Merchandise: Approve promotional items for chapters/events, manage physical shipments, and handle merchandise purchasing across Society units (RA-L, Haptics, VP SAC, MAB).
• Sustainability & Specialty Grants: Process Sustainability Grants, manage communications with the Sustainability Committee, and handle Third-Party Expertise Reports.
• Financial Administration: Process contracts, invoices, wire transfers, purchase orders (POs), and supplier setups.
• Other Duties as assigned by the Executive Director

 
Qualifications

• Required: Associate's Degree or equivalent experience.
• Preferred: Bachelor's Degree or relevant experience in an association, non-profit, or academic environment.
• Technical Skills: Proficiency with Google Workspace (Google Calendar, Groups, Sheets), Smartsheet, Slack, and web administration platforms (wordpress).
• Key Competencies: Strong analytical, communication, and organizational skills; ability to manage multiple competing tasks independently across global time zones. 

We are committed to fostering a diverse, inclusive, and equitable workplace where individuals from all backgrounds feel valued and empowered to contribute their unique perspectives. We strongly encourage applications from candidates of all genders, races, ethnicities, abilities, and experiences to join our team and help us build a culture of belonging.