Business Manager

Job Description:

The Artificial Intelligence Technology and Systems Group at MIT Lincoln Laboratory is seeking a Business Manager to lead financial, procurement, and administrative operations for the group. Core responsibilities include development and maintenance of: 1) program & portfolio level funding, procurement, and execution plans for all research efforts managed by the group, 2) detailed situational awareness of all internal and external financial and administrative activity, and 3) actionable data that enables effective decision making by technical management.

Specific program level responsibilities include cost estimating, budget preparation, WBS management, schedule and milestone development, procurement planning, performance monitoring, internal/external reporting, new program setup, and program closeouts. Additional responsibilities include space management, property management, management of general administrative processes, plus other miscellaneous tasks and special projects as needed.

The successful candidate will be a highly engaged self-starter able to work both cooperatively and independently to build productive relationships with internal and external stakeholders, and to communicate effectively across all levels and of Laboratory and sponsor organizations.

Financial Management:

- Collaborate with group leadership on program lifecycle management, from initial planning to creation to closeout

- Develop and manage detailed plans & budgets at the program and group level, including all labor, travel, and procurements necessary to support successful execution of the portfolio. Identify, understand, and report monthly variances.

- Provide guidance to team leaders, in collaboration with the group office, on successfully completing tasks within the planned scope, schedule, and budget

- Manage all internal and external financial reporting at the program and group levels. Coordinate with our sponsors’ business managers to assure financial understanding and proactively communicate lead times for future funding. Develop best practices for extracting, compiling, analyzing, and reporting financial results.

- Validate the merit of information and/or results; proactively identify, address, and communicate anomalies

- Develop simple templates and tools to support financial operations; assist in the development of complex templates and tools

Procurement:

- Serve as primary planner and coordinator for all group procurement activities related to both equipment and services (including consultants and in-house contractors): guide technical staff through process as needed, review and edit all Statements of Work (SOW) and Memorandum of Justifications (MOJs), understand and accommodate lead times, act as primary liaison with Contracting Services Department, facilitate and document market research, coordinate evaluation process, etc.

- Contribute to development and implementation of capital planning process, helping to identify requirements and funding sources for both equipment and facilities needs

Project Management:

- Provide program management support as needed; focus on assisting with initial program planning for programs with defined deliverables

- Provide basic EVM (earn value management) support when applicable

- Maintain a working knowledge of project management best practices and assist technical staff with planning support as needed

- Maintain detailed spend plans for all active programs including all labor, travel, and procurement activity; perform monthly plan vs actual variance analysis; communicate results & report issues to program managers and group leadership

Human Resources and Personnel Management:

- Supports group office and employees in matters related to recruiting and employment; provides guidance, information, and/or referrals to HR for issues related to personnel policies and administrative procedures

- May assist with first-level personnel related tasking and/or reporting

- Provides inputs to performance appraisals for Group Administrative Assistant(s) and works to develop office staff as a high-functioning team

Facilities Planning:

- Contribute to development and implementation of capital planning process, help identify requirements and funding sources for both equipment and facilities needs

- May be expected to contribute to the development of long-term space plans; may collaborate with Facilities to plan and build and/or renovate space for the group

Developmental Knowledge:

- Must develop and maintain advanced knowledge of Lincoln Laboratory policies and procedures in administrative, financial, and procurement processes

- Must develop and maintain advanced knowledge of government policies related to contracting, acquisition, cost estimating, and analysis

 - A solid and effective understanding of DoD business and program operations is required

Requirements:

- BS degree in Business with finance concentration, or equivalent required; MBA desired

- Minimum of five years’ experience in budget development and administration, preferably in a technical environment supporting multiple persons and projects

- A solid understanding of financial and government processes with strong analytical and estimating capability is required

- Advanced Excel skills are required

- Proficiency with standard financial management tools and methods is required

- Experience developing and implementing process improvements is required

- Ability to demonstrate effective oral and written communication skills is required

- Project management experience and/or formal project management training is desired

- Experience managing complex procurements and a working knowledge of Federal Acquisition Regulation (FAR) is desired

- Experience with SAP or equivalent ERP system is required