Operations Manager

Job Summary 
The Operations Manager leads day-to-day departmental operations for the Educational Activities (EA) organization. This role is responsible for:
• department team planning
• meeting and office operations
• suppliers/contract/payment lifecycle management
• managing director support
• OU coordination and data governance
• process improvement

This roles serves as an operational liaison managing or coordinating staff activities through interaction with the entire EA staff team, partners, and cross-OU stakeholders to implement and support activities that enable execution and continuous improvements to support EA's programs, products and services. The role also manages operational structures and systems providing supporting to the EA team coordinating initiatives, aligning tools/platforms to IEEE systems, and process.

Key Responsibilities

• Department Team Planning 
  • Manage and coordinate department wide operational initiatives (cross training, knowledge transfer) to sustain service quality and continuity
  • Maintains and updates EAD team calendar/activities, operational procedures, internal controls, documentation standards, and department knowledge resources
  • Manage departmental project operations; align work to EA Guiding Principles, IEEE policies, and governance timelines
  • Create training and reference materials to embed new processes and tools effectively
  • Ensures alignment of EAD processes with IEEE policy, department requirements, and governance standards
  • Operational liaison coordinating information flow, respond to inquiries, and support collaborative problem solving
  • Administer governance and policy requirements (e.g., COI/Principles of Business Conduct) in collaboration with EA staff and IEEE partners
  • Coordinate onboarding; ensure timely system access, workspace readiness, and department process/tool training
  • Manages department supply needs and team support
     
• Meeting Operations
  • Plan and support meetings and events (departmental), including AV/room logistics, support in agenda/presentation development
  • Coordinate day‑to‑day office operations act as point of contact for IT, Maintenance and Security as needed to ensure workplace readiness
  • Coordinates cross‑OU meeting schedules, aligning EA activities with IEEE governance timelines and Board cycles
     
• Contract SME, Supplier/Vendor & Payment Lifecycle Management 
  • Act as subject matter expert for contracts/MOUs/service agreements and the procure-to-pay lifecycle (requisition, PO, invoicing)
  • Coordinates with program staff to manage the contract lifecycle (initiation, drafting, approval, procurement, and vendor setup)
  • Manage vendor relationships monitor payment/invoices, address issues, and coordinate renewals and amendments
  • Build strong partnerships with Strategic Sourcing, Legal, AP, and related functions Controllers, Audit, Tax, Treasury, IT, and business operations teams, act as liaison to resolve issues and align practices
  • Collaborate with BFS partners to align EA practices with IEEE financial standards
  • Acts as the expert and primary point of contact for EA financial processes including expense processing, wire transfers, accounting classifications, and financial approvals
  • Trains staff on compliance requirements and ensures documentation and transactions meet internal controls
  • Maintains standard operating procedures for workflows and supports continuous improvement to enhance speed, accuracy, and transparency
     
• MC (Management Council) Support 
  • Provides operational, reporting and administrative support for MC requests
  • Ensures executive‑level meetings run smoothly, with properly prepared materials and accurate tracking of action items
  • Prepare and deliver materials for MC briefings and cross-organizational discussions; act as liaison to resolve issues and align practices across OUs
     
• IEEE Program Coordination (HR, Finance, etc.) 
  • Serves as EA’s primary coordinator for IEEE‑wide programs and initiatives such as HR programs, IT rollouts, security reviews, policy updates, and enterprise process improvements
  • Translate enterprise standards and cross functional activities into EA workflows, communications, and system configurations.
     
• IT & Data Governance Alignment 
  • Serve as EA SME for core systems (e.g., Oracle Financials, CMS, Concur, Tableau, Siebel); establish data standards for quality, access, retention, and naming conventions
  • Acts as EA data steward, ensuring data integrity, quality, and consistency across systems
  • Lead data quality checks and audits; diagnose issues and implement corrective actions and process changes
  • Establishes data governance standards for reporting, access controls, retention, and naming conventions
  • Partners with IT and enterprise data teams on integrations, enhancements, and data security best practices

Education

• Bachelor's degree or equivalent experience Req

   

Work Experience

• 7-10 years Progressive experience in business/department operations, project/portfolio coordination, and process management within a complex, multi matrixed organization. 
• Demonstrated success managing team operations and meeting, executive-level reporting, and managing procure-to-pay workflows and contracts.
• Hands-on experience defining scope/work plans, managing schedules and risks, and delivering results.
• Familiarity with governance-driven environments and department-wide project administration. 

Skills and Requirements 
Technical Proficiency - Advanced Excel and strong PowerPoint skills; working knowledge of Oracle Financials, Hyperion, Tableau, and Siebel

Proficiency with Microsoft Office and project management software; familiarity with Google apps and AV/meeting Comfort documenting business requirements; ability to translate user needs into system/process improvements

• Core Competencies 
  • Exceptional analytical and problem-solving skills; ability to turn data into clear insights and actions
  • Strong communication and relationship-building skills with EA team staff, OU partners, and vendors; proficient at executive-ready writing and presentations
  • Organization and multitasking under deadlines; attention to detail; dependable follow through with ability to work independently with minimal supervision
  • Service-minded, proactive, and resilient under deadlines; maintains professionalism and confidentiality

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.