Associate Director, Shared Services

The Associate Director (AD), Shared Services serves as the operational backbone of the IVMF Entrepreneurship Team, providing centralized support across all entrepreneurship programs from inception through completion. This role is responsible for overseeing and integrating the key shared services functions of the team including communications, data solutions and systems, logistics, budget management, and event planning to ensure consistent, high-quality program delivery.

The AD directly supervises a team of four staff members and collaborates cross-functionally with Program Managers, the Project Management Office (PMO), MarComms, Data Solutions, and organizational leadership to advance the mission of the IVMF Entrepreneurship portfolio.

Education and Experience

• Bachelor's degree in Business Administration, Operations Management, Nonprofit Management, Higher Education Administration, or a related field.
• Minimum 5-7 years of progressive experience in operations management, program administration, or a related field.
• Minimum 2-3 years of supervisory or team leadership experience, including performance management of direct reports.
• Demonstrated experience managing multiple concurrent projects with competing priorities and deadlines.
• Experience with budget management, financial reporting, and/or grant administration.
• Strong organizational, analytical, and problem-solving skills with meticulous attention to detail.
• Excellent written and verbal communication skills; ability to communicate effectively with diverse stakeholders.
• Proficiency with project management platforms (e.g., Monday.com, Asana) and Microsoft Office Suite.
• Ability to travel as required to support program delivery and events across multiple locations.

Skills and Knowledge

• Master's degree in a related field.
• Experience working within a university, nonprofit, or mission-driven organization.
• Background in or knowledge of the veteran, military, or entrepreneurship ecosystems.
• Experience with Salesforce CRM, event management software, and/or data reporting tools.
• Familiarity with federal grant compliance and reporting requirements.
• Experience in event planning or logistics management at a large scale.
• Monday.com Core Builder certification or equivalent project management certification (PMP, CAPM, etc.).

Responsibilities

Systems, Logistics, Event Management:

• Provide strategic direction and oversight to the PM, Events Planning for all IVMF Entrepreneurship events, ensuring consistent quality across the portfolio.
• Direct event plans, vendor contracts, and logistical frameworks developed by the Events PM, including venue RFPs, AV contracts, catering agreements, rooming lists, and transportation arrangements.
• Oversee event budgets are planned, tracked, and reconciled in coordination with Program Managers and the Budget Team.
• Oversee the Events PM in managing relationships with hotels, conference venues, and service vendors across multiple program locations nationwide.
• Provide guidance on event risk mitigation strategies, contingency planning, and on-site issue resolution.
• Provide strategic oversight to the PM, Systems Operations for the creation, management, and continuous improvement of all technology platforms and systems supporting the Entrepreneurship portfolio.
• Guide the Systems PM in optimizing program management tools (e.g., Monday.com), application management platforms, data management systems, and event software.
• Champion a systems-thinking approach to operational challenges, ensuring technology solutions are scalable, user-friendly, and aligned with program needs.
• Collaborate with the Data Solutions Team, IT, and other stakeholders to ensure platform integrations and data integrity across systems.
• Support development and rollout of team-wide technology training and adoption efforts led by the Systems PM.
• Provide leadership and oversight to the Program Coordinator, Logistics for all shipment, inventory, and supply chain functions supporting Entrepreneurship events and programs.
• Oversee logistics plans for all major events, ensuring packing timelines, shipment schedules, and inventory levels are adequate and well-coordinated.
• Oversee the management of the team's storage facility, including organization standards, inventory tracking systems, and procurement of supplies.
• Support the Program Coordinator in managing vendor relationships for shipping, transportation, and supply procurement.
• Direct that all logistical planning is integrated with event planning timelines and program delivery schedules.

Strategic Leadership, Management & Coordination:

• Directly supervise, mentor, and evaluate four staff members: Project Manager, Events Planning; Project Manager, Systems Operations; and Program Coordinator, Logistics and Enrollment Coordinator.
• Conduct regular one-on-one check-ins, provide ongoing performance coaching, and complete annual Performance Partnership evaluations for all direct reports.
• Set clear performance expectations, SMART goals, and professional development plans for each direct report aligned with team and organizational priorities.
• Foster a collaborative, accountable, and inclusive team culture that encourages innovation and continuous improvement.
• Identify staffing gaps, manage workload distribution, and develop continuity/coverage protocols across the shared services team.
• Model leadership behaviors consistent with IVMF's values.
• Serve as the primary operational liaison between Entrepreneurship Program Managers and shared services team members, conducting bi-weekly coordination meetings to align on program needs, timelines, and priorities.
• Oversee shared services functions holistically - ensuring events, systems, and logistics operations are integrated and mutually supportive across the full program portfolio.
• Oversee the development, implementation, and maintenance of Standard Operating Procedures (SOPs) for all shared services functional areas, ensuring consistency and scalability.
• Direct change management efforts related to new tools, platforms, or process improvements across the team.
• Conduct after-action reviews and lessons-learned documentation following major programs or events to drive continuous operational improvement.
• Identify and escalate operational risks, resource conflicts, or capacity issues to the Director of Entrepreneurship in a timely manner.
• Assist with direct strategic planning efforts including annual operational planning, capacity planning, and resource forecasting for the Entrepreneurship portfolio.

Budget Management, Financial Oversight, Grant Reporting & Compliance:

• Coordinate with Program Managers on a bi-weekly basis to review, manage, and reconcile program-specific budgets across the full Entrepreneurship portfolio.
• Direct budget forecasting and planning processes in partnership with Program Managers and the IVMF Budget Team.
• Oversee the monitoring of expenditures against approved budgets, identify variances, and implement corrective measures as needed.
• Oversee and approve procurement requests, vendor contracts, and purchase orders within delegated authority thresholds.
• Negotiate vendor agreements for events, logistics, and systems services to maximize cost efficiency and value.
• Ensure all financial activities comply with IVMF procurement policies, grant requirements, and university financial regulations.
• Prepare financial summaries and budget reports for internal leadership review and external grant reporting.
• Complete next FY budget estimates and approvals with budget team.
• Prepare and submit grant reports in coordination with the Systems PM, Data Solutions Team, PMO, MarComms, Budget Team, and organizational leadership.
• Work with the Data Solutions Team to generate accurate, timely data reports in support of grant reporting requirements.
• Collaborate with MarComms for the design and professional production of grant reports and related deliverables.
• Partner with the PMO to ensure logistics and timelines for grant submissions are met.
• Coordinate with the Budget Team to ensure accurate and compliant financial reporting within grant deliverables.
• Oversee maintenance of organized records of all grant-related documentation, data sources, and submissions for audit readiness.
• Direct grant compliance requirements and communicate obligations to relevant team members and program staff.

Communications & Marketing Coordination:

• Coordinate with Program Managers and MarComms to identify, plan, and fulfill all marketing and communication material needs across the Entrepreneurship portfolio.
• Review and provide operational direction on program-specific communication materials, ensuring accuracy and alignment with program delivery timelines.
• Direct communication standards, templates, and workflows to support consistent, on-brand program communications.
• Serve as a key point of contact for internal communications between the Entrepreneurship Team and cross-functional partners including MarComms, Data Solutions, PMO, and Budget.
• Support leadership communications and reporting as needed, including preparation of briefings, summaries, and program updates.

Enrollment Oversight:

• Application Management & Review - overseeing program application processing, incomplete apps, screenings, and unqualified applicant handling.
• Communication & Inquiry Management - oversight of email communications and management, partner meetings, lead forms, Office Hours, and redirection of off-program inquiries.
• Manual Communications & Process Development - oversight of templates, triage system, routing automations while providing strategy and process updates.
• Process Automation & System Enhancements - direct process and strategy for the email journey, Salesforce workflows, lead form builds, and application field improvements

Physical Requirements

Not Applicable

Tools/Equipment

Not Applicable

Application Instructions

In addition to completing an online application, please attach a resume and cover letter.