Operations Manager

The Operations Manager oversees daily operations for the Educational Activities (EA) organization, leading department planning, meeting and office operations, supplier/contract/payment management, director support, cross‑OU coordination, data governance, and process improvement. The role serves as EA’s operational liaison, coordinating staff activities, supporting program execution, and maintaining systems, tools, and processes that enable efficient delivery of EA programs, products, and services.

Key Responsibilities

Department Team Planning

• Lead department‑wide operational initiatives (cross‑training, knowledge transfer) to ensure service continuity.
• Maintain team calendars, procedures, documentation standards, and knowledge resources.
• Manage project operations aligned with EA principles, IEEE policies, and governance timelines.
• Develop training/reference materials for new processes and tools.
• Ensure process alignment with policy and governance requirements.
• Serve as operational liaison for information flow, inquiries, and problem‑solving.
• Administer governance and policy requirements (e.g., COI, PBC).
• Coordinate onboarding, system access, workspace readiness, and training.
• Manage department supplies and team support.

Meeting & Office Operations

• Plan and support departmental meetings/events, including logistics and materials.
• Coordinate daily office operations and act as point of contact for IT, Maintenance, and Security.
• Align EA meeting schedules with IEEE governance timelines and Board cycles.

Contracts, Vendors & Payment Lifecycle

• Act as SME for contracts, MOUs, service agreements, and procure‑to‑pay workflows.
• Partner with staff to manage contract initiation, drafting, approvals, procurement, and vendor setup.
• Manage vendor relationships, payments, renewals, and issue resolution.
• Build partnerships with Strategic Sourcing, Legal, AP, Controllers, Audit, Tax, Treasury, IT, and operations teams.
• Ensure EA financial practices align with IEEE standards.
• Serve as primary contact for EA financial processes (expenses, wires, classifications, approvals).
• Train staff on compliance and maintain SOPs to improve accuracy and transparency.

Management Council (MC) Support

• Provide operational, reporting, and administrative support for MC activities.
• Ensure executive‑level meetings run smoothly with accurate materials and action tracking.
• Prepare materials for MC briefings and cross‑organizational discussions.

IEEE Program Coordination

• Serve as EA’s lead coordinator for IEEE‑wide programs (HR, IT rollouts, security reviews, policy updates, enterprise improvements).
• Translate enterprise standards into EA workflows, communications, and system configurations.

IT & Data Governance

• Serve as EA SME for core systems (Oracle Financials, CMS, Concur, Tableau, Siebel).
• Establish and maintain data standards for quality, access, retention, and naming.
• Act as EA data steward, leading audits, issue resolution, and process improvements.
• Partner with IT and enterprise data teams on integrations, enhancements, and security.

Education

• Bachelor’s degree or equivalent experience.

Experience

• 7–10 years in business/department operations, project/portfolio coordination, and process management in a complex, matrixed organization.
• Proven experience managing team operations, executive reporting, and procure‑to‑pay workflows.
• Experience defining scope/work plans, managing schedules/risks, and delivering results.
• Familiarity with governance‑driven environments and department‑wide project administration.

Skills

• Advanced Excel; strong PowerPoint; working knowledge of Oracle Financials, Tableau, Siebel.
• Proficiency with Microsoft Office, project management tools; familiarity with Google apps and AV/meeting tech.
• Ability to document business requirements and translate user needs into system/process improvements.

Core Competencies

• Strong analytical and problem‑solving skills; ability to turn data into actionable insights.
• Excellent communication and relationship‑building skills; executive‑ready writing and presentations.
• Highly organized, detail‑oriented, able to multitask and work independently.
• Service‑oriented, proactive, resilient, and maintains professionalism and confidentiality.
• #LI-Hybrid

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.