Business Operations Lead - EEI E&P (Environment & Planning)

E&P Operations Lead (Remote US - preferred location in California is Sacramento for a hybrid work arrangement)

ABOUT ICF

This position has a high degree of remote flexibility once established in the role. The selected candidate will be expected to follow a hybrid work model that consists of both in-office and work from home days, as needed.

DUTIES & RESPONSIBILITIES:     

This role will be responsible for the daily operations of the Environment and Planning (E&P) business, supervising key aspects of the Division’s business. The role ensures that division operations are smooth and efficient, establishes a strong relationship with the group operations leadership and Corporate functions, while ensuring smooth delivery of the Division’s day-to-day operations, including the successful implementation of corporate initiatives, strategic plan development, operational performance, internal communications, facilities, safety, and resource/people management.

The duties and responsibilities of the Division Operations Lead include, but are not limited to, the following sets of activities.

Corporate Initiatives

• Serve as a division level point of contact (POC) for corporate initiatives that have division level requirements and implementation impacts. Coordinate directly with division leadership, appropriate Group Operations resources, and relevant corporate functions.
• Build strong partnerships and collaborate with Corporate Business Partners.
• Understand company policies, procedures, and systems.
• Support integration activities associated with newly acquired firms.
• Recommend policy updates, changes, language as appropriate to support division operations

Strategic Plans

• Support Division Leader with division strategy planning process.
• Provide insights into the division strategic plan, where applicable, based on information obtained through support of division operations
• Participate in and lead assignments under Strategic Plan, where applicable.

Division Operations Performance

• Contribute to development of division level, annual revenue planning and budgeting (indirect costs and forecasted spend)
• Provide oversight of functional activities and responsibilities for division operations team
• Work in partnership with the division Business Manager to support division level financial reporting and forecasting activities, including utilization and suspense tracking tools.
• Be prepared for escalation of issues associated with business processes or systems and seek solutioning in partnership with corporate functions.
• Track division’s budget to actual variance for indirect costs, especially in the areas of conference, membership, specialty software, and recovery costs (facilities, CIT). Develop and send any relevant communication and messaging needed to help division reach KPIs.
• Organize and schedule prep for Divisional Monthly Business Reviews (MBR), create template, adjust based on requests, and ensure participants are prepared; support presentation on the day of the MBR; send supporting files and track action items.
• Coordinate with the Group Operations function to understand output and follow-up actions associated with PMRs, CPARS, and client satisfaction surveys to develop an understanding of the project management and business issues facing the Divisions; Identify trends; conduct follow-ups with the Group Operations functional leads, as needed; and support and drive division level solutions to address issues.  Use standardized survey templates developed and/or managed by Group Operations function to summarize /read out division level results or trends to Division management.
• Work with Finance to ensure Project Managers have the tools and resources needed to perform their duties efficiently and effectively.
• Coordinate with BDD to address critical matters or questions within the division resulting from the client survey process or client feedback. Work with Sub-LOB leaders to solicit project management participation and follow-through for projects that meet select criteria. Facilitate the quarterly recognition process in coordination with Group Operations.  
• Approve division level transactions in compliance with Approval Authority and Signature Matrix (AASM) and that impact division level expenses and budgets, where applicable.
• Track quarterly sales to support corporate sales bonus programs.
• Track division’s participation in the Corporate Purchase Card program.
• Manage division level files supporting project and management reporting, and other operational activities.

Communication (internal) & Engagement

• Support Division Leader with close coordination to implement a comprehensive divisional communication and engagement plan and schedule
• Participate in division, LOB meetings, listen for employee feedback, and have a pulse on the various teams.
• Work with Group communications and Division Leader on division level communication strategy. Provide division level insights to inform Group level communication strategy; and support the group communications lead by re-iterating messages at the division level, where appropriate. 
• Curate or develop division-level email communications to support the division operations and comms strategy, i.e., timesheet compliance, win announcements, celebrations, process updates, etc.
• Maintain the E&P Portal on SharePoint, recognizing it as the main tool by which division employees find resources or guidance on procedures; keep it up-to-date; add new pages or teams as needed.
• Manage/lead division level All Hands meetings

Safety

• Support division level safety and health objectives; and associated business initiatives working with applicable safety resources and group operations; escalate compliance and operational issues, as needed.
• Know client-specific requirements for specialized safety requirements.
• Review contract language for safety sections when requested and in coordination with Corporate H&S.
• Identify gaps and forecast future safety program needs

Facilities

• Partner with the Resource Operations Manager and Corporate Facilities to assess office needs and address any challenges to office utilization
• Provide business insights on office expansion, modification, and closures

Resource Management

• Work with Recruiting and Division leadership to support workforce planning and address staffing needs or tools.
• Support DL and HR on Talent Review process and implementation, where needed
• Work with Division Leader and HR to promote culture and employee satisfaction within the division. Partner with Division HR representative to stay informed on and address recurring trends in employee relations issues (where applicable), increased voluntary turnover, etc.
• Contribute to progress on HR initiatives, including DEI, at the division level
• Support division wide training and onboarding initiatives by providing insights on content/curriculum, target audience in the division, etc. Support efforts to ensure division level workforce is taking advantage of training. Partner with Learning & Development.

People Management (where applicable)

• Create and support development plans for personnel supervised to address desired career paths
• Evaluate performance of personnel and resolve any issues in a timely manner
• Maintain division resources for People Managers

Minimum Qualifications

• Bachelor's degree with a major in business administration, business management or public administration; or equivalent education.
• 5+ years providing operational support to a line of business, large program, or portfolio.

Professional Skills  

• Analytical thinker with strong problem-solving, critical thinking, and solution-oriented skills.
• Meticulous attention to detail with the ability to multi-task.
• Ability to work comfortably under pressure and deliver on tight, competing deadlines.
• Ability to work independently and as part of a team.
• Clear communication skills, especially across departments and across levels of seniority in the organization.
• Ability to identify ambiguity.
• Ability to effectively gather information from across departments and a demonstrated ability to push gently to get the information needed from busy staff
• Excellent organization, documentation, report generating, communication, and IT/computer skills.

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Working at ICF

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Reasonable Accommodations are available, including, but not limited to, for disabled veterans, individuals with disabilities, and individuals with sincerely held religious beliefs, in all phases of the application and employment process. To request an accommodation please email Candidateaccommodation@icf.com and we will be happy to assist. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodations. Read more here: Requesting an Accommodation for the ICF interview process.

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Pay Range - There are multiple factors that are considered in determining final pay for a position, including, but not limited to, relevant work experience, skills, certifications and competencies that align to the specified role, geographic location, education and certifications as well as contract provisions regarding labor categories that are specific to the position.

The pay range for this position based on full-time employment is:

$96,367.00 - $163,825.00

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