Business Manager - Optical Engineering Group

Job Description

Group 78 is seeking an experienced Business Manager to join a dynamic group office, encompassing a wide variety of financial, administrative and operations responsibilities.  We are particularly looking for team-oriented individuals with strong communication skills, and the ability to work collaboratively with others to deliver in a fast-paced, multi-faceted environment.  A desirable trait would be the ability to learn, adapt, plan and lead through transformative changes that the group or organization is going through. This role will require a high level of professionalism in communications with all 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 Manager will manage one Group Admin and reports to the Division Business Manager.  This position is considered primarily an onsite position in Lexington, MA.

There are five pillars that cover the priorities of this Business Management position:

Financial Excellence:

• Cost estimating, budget analysis, spend plan management, business application expertise and financial reporting

Communication and Collaboration:

• Written and verbal communication skills, internal and external networking, sponsor interaction and presentations skills

Business Operations:

• Administrative management and supervision, DoD ceiling management, resource management, policies and procedures, human resources, procurement, space, security and new programs, navigating obstacles and enabling technical work

Initiative:

• Self-motivation, independence, critical thinking, continuing education, and promoting efficiency

Project Management:

• Proposal preparation, understand goals and objectives, schedule and cost performance, and leadership skills

The Business Manager’s role entails management of all aspects of the Group’s administrative and business functions in operations management.  As an integral member of Group 78’s management team, the Business Manager will partner with the Group Office to ensure smooth and efficient operations of the Group.  The Business Manager’s financial responsibilities include 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. The Business Manager will also be responsible for ensuring the Group’s administrative needs are met, including procurements, property, IT compliance, office and laboratory space planning and labor allocation tracking and reporting.  Data analysis and ad hoc reporting is a daily task in a challenging data structure to help guide better decision making.

Job Description (continued)

Financial Analysis and Reporting:

• In collaboration with program managers and the Group Office, develop new program packages including initial cost estimates and funding profiles, ensuring consistency between Grey Book write-up, statement of work, quad chart, and anticipated funding entries.  Understanding the nuances and differences between on contract and off contract programs along with sponsor specific requirements and preferences are key.
• 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 subcontractors to track time allocation compared to each program’s spend plan.  Collaboration with teams outside the group and division is often necessary to agree to a forecasted plan.
• Manage program level financial reporting provided to sponsors and program managers. In addition, the group has an annual operational budget and long-term investment strategies to manage and report back to the group office and up to the division office.

Procurement

• Serves as primary point of contact for all the group’s procurements and actively tracks all critical and long lead-time procurements. Guide technical staff through the steps of the procurement process.
• 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.
• Maintain a working knowledge of project management best practices, to assist program managers during program execution.

Human Resources & Personnel Management

• The Business Manager supports the Group Office and employees in matters related to recruiting and employment. Manage job postings within Success Factors, follow through after interviews to prepare offers. Help manage the group’s performance appraisal, goal setting and salary review processes.
• Works to develop a high-performing administrative team and writes and delivers annual performance review of administrative staff.

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.  This is a component of a long term strategy with in the Division for new facilities and capabilities.

Requirements

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

Preferred Skills and Experience:

• Experience working in the fields of technology, science, academia or government
• Experience with any combination of the following tools or systems:
  • Analysis for Office (Excel and PowerPoint)
  • MS Power BI
  • SharePoint
  • MS Forms
  • SuccessFactors
  • Field Glass
  • Concur