Sr Director Operations (E6039)

Sr Director Operations

The 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's mission and enterprise-wide initiatives. The 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 $100k.

Key Responsibilities

• Staff Related Activities :
• Sets 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.
• Oversees 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.
• Manages 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.
• Monitors changing business and operational conditions and proactively integrates new processes and procedures into existing operations.
• Service Contract Administration :
• Manages the service contract process (excluding conference contracts) for TA and all supported Societies
• Ensures contracts are accurate and complete. Manages addendums to ensure costs are reasonable
• Maintains 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.
• Reviews and modifies as necessary Contract / requisition requests to ensure compliance with all IEEE requirements including strategic sourcing guidelines, legal requirements, and other department procedures.
• Manages 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.
• Ensures IEEE competitive bidding requirements are followed, and encourages Society Volunteer management to consider use of existing IEEE preferred vendors or internal services where available.
• Approves Technical Activities and Society contracts (excluding conferences) under $50K
• TA / SOCIETY / FUTURE DIRECTIONS AND ADMINISTRATIVE SUPPORT :
• Maintains close business relationship with the Future Directions department to support a variety of projects in targeted technology areas
• Tracking and reporting on project spending within TA and NIC
• Coordinates the purchase and payment for goods and services on behalf of Future Directions
• Manages Future Directions commitments and invoices against planned spending to anticipate potential contract addendums or increases. Provide information to all Project managers as needed
• Provides general support to Future Directions Staff and Committees
• Employee Development And Management :
• Leads, develops, deploys, and supervises direct reports
• Builds 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
• Leverages the professional skills of employees by ensuring cross-functional efforts that evaluate, communicate and implement efficient processes and procedures
• Ensures adequate knowledge transfer among the team to ensure there are no disruptions in customer service
• Assures that all employee management functions are appropriately completed
• Issues Management :
• Facilitates the timely resolution of issues, referring as appropriate to those who are equipped and trained to resolve issues
• Ensures a clear understanding of each team members level of responsibility and empowers their efforts to exercise that authority in resolving issues
• Consults with volunteers to assure proper communications and risk mitigation
• Volunteer Travel Reimbursement :
• Assumes 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.
• Approves 3000 volunteer expense reports yearly
• Management of the Future Directions and TA Operations Budgets and Forecasts :
• Budgets, forecasts, and management of actuals for department and other TA programs ($30M) to meet budget expenses and net revenue distributions. Finds innovative ways to increase net surplus and recommends changes as needed to meet financial goals.
• Ensures appropriate transfers of New Initiative funds between TA and other OU's
• Develops plans / proposals to implement financial projects
• Prepares 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.
• Management of the TA Awards :
• Support 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.
• Ensure 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.
• Ensure 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.
• Ensure compliance with the awards honoraria fulfillment process (BRAVO vs. NextGen), including Vetting compliance for award recipients
• Liaison with IEEE Foundation on awards supported with internal OU funds or external organizations funded awards that are managed within the IEEE Foundation.
• Special Projects :
• Ensures the proper planning, implementation and completion of special projects, as assigned
• Manage the Technical Activities project team which is the primary TA interface with the IT department.
• Assume 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.

Travel Information :

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