Photonics Society Operations Director (E6083)

IEEE•Piscataway, NJ

21d

About The Position

The purpose of this position is to oversee and direct Society business operations, seeking to increase operational efficiency, provide business analysis and intelligence, and optimize resources. The role provides financial and operational leadership for multiple business-aligned Society products and services. The Society Operations Director serves as the chief business officer and provides strategic, operational and programmatic support to the organization, as well as being the chief financial spokesperson for the Society. The role reports directly to the Society Executive Director and interfaces with Society managers and the committees and councils they support. The role will also directly support 1-4 Volunteer committees per year. The position will also manage other responsibilities including: research on competitors; attending and representing the Society at conferences; managing, coordinating, and presenting periodic financial updates to various Photonics Society committees, the Board of Governors, and TA/IEEE committees when appropriate. Additionally, the incumbent will supervise one direct report responsible for Society governance and awards, as well as playing a key role in driving the strategy, tactics and reporting for the Society. He/She collaborates with external agency partners and internal teams, and provides ongoing analysis, recommendations, and best practices education, based on results and industry developments.

Requirements

Bachelor's degree or equivalent experience Bachelors degree in an accounting, finance, or other business related field required.
Budget and forecasting experience
Proven ability to facilitate the requests of volunteer leaders, staff and others and bring them to a satisfactory conclusion.
Excellent verbal and written communication and interpersonal skills required to share thoughts and ideas with staff and volunteers
Strong analytical skills with a passion for digging into data to identify trends, patterns and behaviors as well as analyze data for actionable business insights
Develop strong relationships with key stakeholders as you partner with teams and departments, and Society volunteers to obtain the information needed to achieve desired results
Excellent presentation skills, including the ability to present complex concepts effectively to large, cross-functional audiences and leadership, both staff and volunteers
Ability to take initiative, work with minimal supervision, and independently manage concurrent projects to timely completion
Strong skills in project management and prioritization, analytics, and communication (oral, written, and interpersonal); ability to produce reports that are visually compelling and easy to understand
Highly proficient in all standard MS Office suite programs and Google tools. Experience with financial systems (NextGen) a plus.
Must be comfortable with expressing viewpoints clearly, be open to challenge/other viewpoints and maintaining passion for executing solutions that are best for the Society.
Strong analytical skills and problem-solving capabilities
Strong communication and interpersonal skills; Must be able to work well with various levels of staff and volunteers including IPS senior management and volunteer leadership
Ability to understand the larger picture, within the context of the operating unit and at the IEEE level
Strong technical and financial knowledge, including understanding of accounting and internal controls
Understands and practices sound fiscal principles
Detailed and results oriented. Must be able to monitor and check work for accuracy and develop procedures and ensures that work is done thoroughly and correctly
Understands and utilizes financial data and information to make sound recommendations that promote decision making, cost effectiveness and profitability
Must be capable of organizing and preparing concise accurate summaries of analysis to communicate relevant information and recommendations

Nice To Haves

Advanced degree a plus.
10+ years of management experience preferred; Previous management-related association experience and a track record of successful project management experience highly desirable.
Professional Association or public charity management experience, a plus
Ability to manage and develop staff, a plus.
Expert knowledge of Excel, Oracle, Hyperian and/or Next Gen Financial Systems a plus

Responsibilities

Ensure the financial solvency of the Society through fiscal oversight of all operations and the development of new businesses and products as appropriate.
Maintain the competitive position of the Society with respect to other outside professional societies representing the field of photonics in terms of both finances and professional stature of Society products.
Supports key leadership, stakeholders with management reporting and analysis, ad hoc requests, etc. This includes monthly financial reporting directly to the Executive Director and IPS Treasurer.
Prepares business and financial reports for IPS in consultation with the IPS Management Staff for the Executive Director, Executive Volunteer Leadership, and the Board of Governors.
Provides financial reporting to IPS committees, volunteers and TA Finance as required.
Comprehends a high level view of all products, e.g. Conferences, Publications and Membership offered by the Society. Ability to create product line P&L’s.
Takes leadership role in the continuous improvement, streamlining and integration of IPS processes, operations and administration related to data collection, metrics, reporting and analysis.
Creates, maintains and interprets Society metrics.
Interprets information to assess overall health and well-being of the Society and is proactive in providing advice and guidance.
Manages project timelines, budgets and forecasts as assigned.
Partners across IPS, TA, and IEEE to identify process improvements and efficiencies.
Works effectively as a senior representative to outside professional organizations such as sister societies, universities, financial institutions, vendors, etc.
Develops strong relationships with other IEEE OUs.
Works with internal and external stakeholders (IEEE finance, IEEE audit, outside accounting firms, etc.) to facilitate improved accuracy, completeness and timeliness of Society conference reporting.
Develops and delivers presentations for Society leadership and IEEE / TA as required.
Ability to present in front of audiences effectively.
Partners with IEEE Strategic Sourcing, Legal and other key stakeholders to ensure alignment with all IEEE requirements
Performs financial analysis to support business cases and presents to the Executive Director and Volunteer leadership as needed.
Reviews business terms and conditions of potential agreements, providing Society leadership with cost savings / risk avoidance opportunities. Negotiates with vendors on behalf of leadership as requested to secure more favorable terms.
Manages/oversees requisition and payment processes for contracted vendors.
Analyzes Society discretionary spending and makes recommendations on consolidation/bundling/sunsetting opportunities.
Identifies opportunities for new partnerships across the Institute that allow for efficiencies, knowledge sharing and/or cost avoidance.
Ensure compliance of all Society operations with IEEE and Society Bylaws and accepted business practices.
Oversee operations of governance support staff for all phases of activity related to the Board of Governors.