Operations Manager

IEEE•Piscataway, NJ

14h•Hybrid

About The Position

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.

Requirements

Bachelor’s degree or equivalent 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.
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.
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.

Responsibilities

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.
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.
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.
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.
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.
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.