Sr Director Operations (E6039) bei IEEE

%3Cp%3E%3Cstrong%3EJob Summary%3C/strong%3E%26nbsp;%3Cbr%3EThe Senior Director of Technical Activities (TA) Operations provides leadership, planning, and direction for the business and operational activities of Technical Activities. This position oversees personnel management, budget administration, The TA Service Contracts Administration, the TA Awards process and organizational strategy while ensuring strong collaboration across IEEE Societies, Councils, and organizational units. The Senior Director serves as a key liaison with internal stakeholders and ensures operational excellence in support of TA%27s mission and enterprise-wide initiatives.%3Cbr%3E%3Cbr%3EThe role reports to the Managing Director of Technical Activities Operations. They will manage a staff of 12 or more and will have the responsibility and authority to approve contracts without a co-signature. They have the authority to make final decisions concerning day-to-day business and staff operations and are responsible for approving contracts up to %24100k%3Cbr%3E%3Cbr%3E%3Cbr%3E%3Cstrong%3EKey Responsibilities%3C/strong%3E%3Cbr%3E%26nbsp;%3C/p%3E%3Cul%3E%3Cli%3E%3Cstrong%3ESTAFF RELATED ACTIVITIES:%3C/strong%3E%3C/li%3E%3Cli%3ESets and ensures effective controls and processes are in place to manage TA staff related activities. This includes completion of the annual salary/staffing plan for all of TA and the Societies accurate and timely completion of annual TA/Society performance review processes, monitoring TA FTE variances and ensuring TA staffing related activities are documented, tracked, communicated and completed in a timely manner.%3C/li%3E%3Cli%3EOversees setup of TA/Society new hires at the Piscataway location, including coordinating with the Facilities department for space, IT for equipment and other related items. Serves as Facilities Liaison to TA staff for all other related issues and needs%3C/li%3E%3Cli%3EManages all aspects of the NJ TA/Society department space plan, including planning appropriate work areas, staff moves, ordering non-standard equipment, etc. to ensure employees in the department have adequate work space and the tools and equipment they need to be effective.%3C/li%3E%3Cli%3EMonitors changing business and operational conditions and proactively integrates new processes and procedures into existing operations%3C/li%3E%3Cli%3E%3Cstrong%3ESERVICE CONTRACT ADMINISTRATION:%3C/strong%3E%3C/li%3E%3Cli%3EManages the service contract process (excluding conference contracts) for TA and all supported Societies%3C/li%3E%3Cli%3EEnsures contracts are accurate and complete. Manages addendums to ensure costs are reasonable%3C/li%3E%3Cli%3EMaintains close connections with IEEE Strategic Sourcing, legal and other departments to anticipate changes in policies and practices in order to ensure TA contract administration activities to adhere to the latest policies and procedures.%3C/li%3E%3Cli%3EReviews and modifies as necessary Contract/requisition requests to ensure compliance with all IEEE requirements including strategic sourcing guidelines, legal requirements, and other department procedures.%3C/li%3E%3Cli%3EManages the TA/Society requisition process from initial request up to and including entry into Oracle including invoice preparation, general ledger coding, cost center chargebacks, and related activities. Reviews expenses across departments and Societies and makes recommendations on consolidation of services.%3C/li%3E%3Cli%3EEnsures IEEE competitive bidding requirements are followed, and encourages Society Volunteer management to consider use of existing IEEE preferred vendors or internal services where available.%3C/li%3E%3Cli%3EApproves Technical Activities and Society contracts (excluding conferences) under %2450K%3C/li%3E%3Cli%3E%3Cstrong%3ETA/SOCIETY/FUTURE DIRECTIONS and ADMINISTRATIVE SUPPORT:%3C/strong%3E%3C/li%3E%3Cli%3EMaintains close business relationship with the Future Directions department to support a variety of projects in targeted technology areas%3C/li%3E%3Cli%3Etracking and reporting on project spending within TA and NIC%3C/li%3E%3Cli%3ECoordinates the purchase and payment for goods and services on behalf of Future Directions%3C/li%3E%3Cli%3EManages Future Directions commitments and invoices against planned spending to anticipate potential contract addendums or increases. Provide information to all Project managers as needed%3C/li%3E%3Cli%3EProvides general support to Future Directions Staff and Committees%3C/li%3E%3Cli%3E%3Cstrong%3EEMPLOYEE DEVELOPMENT AND MANAGEMENT:%3C/strong%3E%3C/li%3E%3Cli%3ELeads, develops, deploys, and supervises direct reports%3C/li%3E%3Cli%3EBuilds an effective, responsive and knowledgeable employee team that builds and maintains relationships with volunteers, as well as internal and external partner groups to achieve the defined goals%3C/li%3E%3Cli%3ELeverages the professional skills of employees by ensuring cross-functional efforts that evaluate, communicate and implement efficient processes and procedures%3C/li%3E%3Cli%3EEnsures adequate knowledge transfer among the team to ensure there are no disruptions in customer service%3C/li%3E%3Cli%3EAssures that all employee management functions are appropriately completed%3C/li%3E%3Cli%3E%3Cstrong%3EISSUES MANAGEMENT:%3C/strong%3E%3C/li%3E%3Cli%3EFacilitates the timely resolution of issues, referring as appropriate to those who are equipped and trained to resolve issues%3C/li%3E%3Cli%3EEnsures a clear understanding of each team members level of responsibility and empowers their efforts to exercise that authority in resolving issues%3C/li%3E%3Cli%3EConsults with volunteers to assure proper communications and risk mitigation%3C/li%3E%3Cli%3E%3Cstrong%3EVOLUNTEER TRAVEL REIMBURSEMENT:%3C/strong%3E%3C/li%3E%3Cli%3EAssumes ownership and accountability for resolution of Society/Council inquiries related to reimbursements and payment and, where appropriate, proactively communicates and educates Society Council leadership on proper procedures. Manages the timely processing of Society/Council and staff expense reports, invoices, reimbursements, check requests, etc. Review and verify appropriate documentation and approval have been provided for all payments.%3C/li%3E%3Cli%3EApproves 3000+ volunteer expense reports yearly%3C/li%3E%3Cli%3E%3Cstrong%3EMANAGEMENT OF THE FUTURE DIRECTIONS AND TA OPERATIONS BUDGETS AND FORECASTS:%3C/strong%3E%3C/li%3E%3Cli%3EBudgets, forecasts, and management of actuals for department and other TA programs (%2430M) to meet budget expenses and net revenue distributions. Finds innovative ways to increase net surplus and recommends changes as needed to meet financial goals.%3C/li%3E%3Cli%3EEnsures appropriate transfers of New Initiative funds between TA and other OU’s%3C/li%3E%3Cli%3EDevelops plans/proposals to implement financial projects%3C/li%3E%3Cli%3EPrepares data and presentation material for use by the Senior Director, TA Operations and TA managing director. Will prepare materials as needed for Volunteer training workshops, the TAB Finance Committee and annual budget reviews.%3C/li%3E%3Cli%3E%3Cstrong%3EMANAGMENTMANAGEMENT OF THE TA AWARDS:%3C/strong%3E%3C/li%3E%3Cli%3ESupport the TAB Awards and Recognition Committee which is responsible for OU compliance with, and endorsement or approval of all TA organizational unit awards submitted. As needed, make recommendations for TAB awards governance policies.%3C/li%3E%3Cli%3EEnsure the TAB Awards and Recognition manual contains a comprehensive listing of all approved new and revised awards, including the process for approval for awards and award recipients.%3C/li%3E%3Cli%3EEnsure Organizational Unit Level (OUL) and Organizational Unit Delegated (OUD) awards are compliant with awards governance policies contained within IEEE Policies Manual Section 4 Awards Activities, including Section 4.10 Hierarchy of Awards and Table A-Student Recognition and Support, the Awards Board Operations Manual, and the TAB Operations Manual.%3C/li%3E%3Cli%3EEnsure compliance with the awards honoraria fulfillment process (BRAVO vs. NextGen), including Vetting compliance for award recipients%3C/li%3E%3Cli%3ELiaison with IEEE Foundation on awards supported with internal OU funds or external organizations funded awards that are managed within the IEEE Foundation.%3C/li%3E%3Cli%3E%3Cstrong%3ESPECIAL PROJECTS:%3C/strong%3E%3C/li%3E%3Cli%3EEnsures the proper planning, implementation and completion of special projects, as assigned%3C/li%3E%3Cli%3EManage the Technical Activities project team which is the primary TA interface with the IT department.%3C/li%3E%3Cli%3EAssume the lead role in IEEE Risk management department requests for information and or assessment of risk as it relates to the annual review of overall IEEE financial risk.%3C/li%3E%3C/ul%3E%3Cp%3E%3Cstrong%3ETravel Information%3C/strong%3E%3Cbr%3E%26nbsp;%3C/p%3E%3Cul%3E%3Cli%3E10-15% Domestic and International%3C/li%3E%3C/ul%3E
Education

• Bachelor's degree or equivalent experience BA/BS in Accounting, Finance, or Business Administration Req
• Master's or other advanced degree Advanced Degrees such as an MBA Pref

Work Experience

• 15-20 years Association management experience is preferred. Must have knowledge of contract processes, and the procure to pay cycle. Prior management experience is required. This position will be involved in the annual performance management process so a solid understanding of HR related processes and performance management are essential. Req

Licenses and Certifications

• Must possess a valid passport and drivers license. Req

Skills and Requirements

• Skills and Requirements (Custom)
• Excellent interpersonal and human relations skills to partner with volunteer leadership. Building and maintaining volunteer relationships, is a crucial requirement of this position; Must encourage and sustain productive and enjoyable working relationships with a multi-disciplinary staff; will also have frequent contact with vendors and consultants, TAB Board members, other high level volunteers members, attorneys, subject-matter-experts, and project managers. Must have strong communication skills; Expected to routinely summarize complex written reports, correspondence, e-mail, and impact the course of the Society’s business as well as job descriptions, performance plans, incentive goals, training plans, and developmental plans
• Many resources to support society and technical activates operations are located in other IEEE organizations so must leverage strong collaboration skills in order to engage other managers to negotiate and apply matrixed resources. Also, many operational and strategic issues that the society faces are similar to other IEEE societies, so the they should team well and partner with peers who directly support other societies to define and implement common methods and procedures in a synergistic way.
• Must have the ability to manage information exchange and contact with volunteer officers and leaders, staff, vendors, consultants and the general public.
• Must have a thorough working knowledge of the IEEE Human resource processes and be able to safeguard confidential personal information as this position will oversee, organize, or otherwise be involved in the creation of the annual TA Staffing plan and performance review management process.
• Must have above average analytical skills, the ability to organize and draw conclusions from large amounts of data, prepare and present conclusions, and offer solutions and recommendations for use by staff and volunteer officers
• Must be capable of reconciling and managing a ~$30 million + expense budget and associated transfers between other Operational Units and Product lines.
• Must have excellent interpersonal and human relations skills and partner with volunteer leadership. Building and maintaining volunteer relationships, is a crucial requirement of this position; Must encourage and sustain productive and enjoyable working relationships with a multi-disciplinary staff; will also have frequent contact with vendors and consultants, TAB, IEEE officers and board members, customers, members, attorneys, subject-matter-experts, and product developers
• Must have the ability to resolve business challenges stemming from the following:
• o Changing business models, due to changing market conditions in publishing and conferences
• o Improving financial, operational and strategic management of the Society
• o Growing revenue streams for the Society
• o Creating and sustaining effective relationships among entities within the Society and TAB
• o Establishing management and process continuity in an environment in which volunteer leadership changes often
• Must be a technically 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 Suite products, familiarity with Google environment (Gmail, Google drive, Google Apps, Hyperion, Oracle, etc.), relational databases, association management systems with financial models, and statistical analysis tools
• Must have valid travel credentials for travel

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.
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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. Jetzt bewerben