MIT Lincoln Laboratory Hiring for Business Operations Manager Job at Lexington, MA Full Time

We are seeking an Administrative Staff – Business Operations Manager for the Fabrication Engineering Group to work with the Senior Business Manager to manage financial and business operations of the group as well the divisional financial point of contact for multiple large prototyping programs in the Laboratory. The candidate should be team oriented and possess strong communication skills as they will be working with several group leaders, supervisors and technical leads within the group. An ability to work successfully with others is essential, as is the ability to work under pressure in a fast-paced, multi-faceted office. The successful candidate will possess a high level of professionalism in communication with senior management and other external parties, a strong level of discretion in handling private and classified information, and an excellent ability to maintain situational awareness of Group, Division and Laboratory level matters.

The Business Operations Manager’s role entails management of all aspects of the Group’s administrative and business functions, including the Group’s financial portfolio and day to day business operations of the Group. As an integral member of Group’s management team, the Business Operations Manager will partner with the Group Office to ensure smooth and efficient operations of the Group. Responsibilities can include financial ones like cost estimation, proposal preparation and new program package submissions, program funding updates, authorization of budget expenditures, and status of both program-specific and overall-group financial health. There are also additional engineering process metrics that will be tracked and metrics established. The Business Operations Manager will also be responsible for ensuring the Group’s administrative needs are met, including procurements, property, IT compliance, office and lab space planning and allocation, etc.

The Business Operations Manager is also expected to continually look for new and innovative ways to help the group more effectively execute its mission to provide fabrication expertise in core competencies critical to the rapid development of advanced technology in support of national security and its vision of a highly collaborative and innovative Laboratory asset that enables the rapid fabrication, assembly, integration and test of unique prototype systems.

Financial Analysis and Reporting

The Business Management team is responsible for financial management of the group’s operations and investments. Operations account are used to support shop operations, equipment maintenance agreements, safety/training requirements, holiday/sick pay, and any specific projects focused on improving operational efficiency. Investment accounts are used for strategic equipment purchases to support existing and future fabrication capabilities needed to support program needs. Operations and investments budgets must be managed to help the group successfully plan, execute and report on both daily operations and future-looking capability improvements. The Business Operations Manager works closely with the group office to determine staffing requirements and labor plans to meet both current and future demands. Reporting ongoing status to small and large teams is required.

• Create program/task level cost estimates (in conjunction with program managers) and track budget to actuals. Analyze trends and discrepancies from plan, track milestones and risk assessments
• Collaborate with Group Leaders to implement and manage resource planning. Reach out to employees and contingent workers to track time allocation compared to each program’s spend plan
• Manage program level financial reporting provided to internal sponsors and program managers

Procurement

Serves as primary point of contact for the group’s operational procurements and actively tracks all critical and long lead-time procurements. Guide staff through the steps of the procurement process when necessary. The majority of the procurements made by the group are executed through the planning team on programs owned outside the group.

Review and edit “statements of work” and “memorandums of justification” for clarity of purpose.

Primary point of contact for equipment purchases to support existing and future fabrication capabilities needed to support program needs. Also responsible to help process facility upgrades, if needed. Manage the procurement of consultant services and subcontractor labor.

Project Management

Provides program management financial support to Group Leaders and project managers as needed. Focus on assisting with initial program planning including all defined deliverables, task-level budgets, and schedules.

Assist Group Office and staff with developing ideas and preparing proposals for new fabrication engineering programs. The fabrication engineering group is essential to the successful development of prototype systems. The Business Operations Manager helps ensure that all programs are adequately staffed with fabrication engineering resources. It is critical that the Business Operations Manager understands personnel assignments within the group so he/she can report on status and help prepare for anticipated needs.

Maintain a working knowledge of project management best practices, to assist program managers during program execution.

Human Resources & Personnel Management

The Business Operations Manager supports the Group Office and employees in matters related to recruiting and employment: managing job postings within Success Factors, following through after interviews to prepare offers, helping manage the group’s performance appraisal, goal setting and salary review processes and working to develop a high-performing administrative team.

Work with the group office to estimate, forecast and track group staff assignments (programs, projects, initiatives). Regularly compare actuals to estimates so future projections can be improved. Work with the group office to develop an effective operating model for the group that includes funding sources (operations budget, programs, internal projects) for all staff members that aligns with the operations budget.

Facilities

Develop the Group’s long-term office and lab space needs and collaborate with the Division Office, Director’s Office, and Facility Services Department to develop and implement the plan to achieve those needs.

Requirements:

• Bachelor’s degree in Business, Finance, Economics, Entrepreneurship, Business Analytics or Management.
• Master’s degree in Business or related field (MBA preferred)
• 5-8 years applicable experience
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Project, Visio, Outlook)
• Ability to analyze, create and present financial results/reports
• Demonstrated effective written and oral communication skills, interpersonal skills, teaming skills, and organizational skills.
• The ability to obtain and maintain a government security clearance is required.

Preferred Skills and Experience:

• Product Line Management (ARAS Innovator Software)
• Experience working in technology, science or government
• SAP S4 Hana
• SAP Business Objects BI Suite
• Analysis for Office (Excel and PowerPoint)
• Enterprise Asset Management
• Success Factors
• Field Glass
• Concur