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MIT Lincoln Laboratory Business Manager in Lexington, Massachusetts

The Tactical Defense Systems Group and Systems Analysis Group work to understand air defense issues, in particular, air vehicle survivability, vulnerability of U.S. Air Force (USAF) aircraft to weapons systems, electronic countermeasures, and air surveillance for homeland defense. The groups focus on understanding USAF and threat air defense systems through modeling, simulation, test, and measurement. Test activities include laboratory, field, and flight testing. The groups operates multiple highly instrumented airplanes and numerous ground systems as needed for test efforts. The groups also develop new test hardware, prototype systems, and instrumenting existing sensors. The groups’ activities continue to evolve in parallel with USAF efforts, but the emphasis remains on providing answers to questions from our Air Force sponsors by conducting field measurements using state-of-the-art instrumentation, then analyzing the resulting data, and developing high precision models and simulations.

Job Description

The groups are seeking an experienced Business Manager to oversee the business needs of the Air Vehicle Survivability program, which is a $50M+ yearly program. Roles and responsibilities focus on the business management of the groups' financial portfolio and administrative operations. This includes cost estimation, budget preparation, financial performance and funding status monitoring, internal/external reporting, budget expenditures authorization, providing status of both program-specific and overall-group financial health, and serving as the point of contact to sponsors for financial matters, while ensuring compliance with laboratory financial policies and procedures. Additional responsibilities include management of procurements, accounts payable issues, property issues, personnel logistics, office and lab space planning and allocation, time sheet approval and other administrative and operational needs of the group.

Financial Analysis and Reporting

  • Collaborates with group leadership and project managers to design, implement and manage WBS structures, keys into SAP-WBS module-Searches, and extracts and compiles interrelationships of financial data.

  • Supports development of new program packages including initial cost estimates and funding profiles.

  • Manages program-level financial reporting provided to sponsors, program managers, and division. Contributes to division-level reporting as needed.

  • Serves as primary point of contact for all the group’s financial activity to sponsors, division, and director’s office. Prepares and presents briefings as appropriate.

  • Creates program/task level cost estimates (in conjunction with program managers) and tracks budget to actuals. Analyzes trends and discrepancies from plan, tracks milestones and risk assessments.

  • Collaborates with the business manager community to develop standard templates and tools to budget and report actual expenditures for program-level activities.

  • Provides STE and ceiling management.

Procurement

  • Serves as primary point of contact for all the group’s procurements and actively tracks all critical and long lead-time procurements. Guides technical staff through the steps of the procurement process.

  • Prepares and delivers briefings regarding group procurement activity.

  • Collaborates with Division Business Manager to manage complex or major procurements including, but not limited to, facilitating and documenting market research and serving as primary liaison with the Contracting Services Department.

  • Collaborates and serves as liaison between technical management and staff, and Contracting Services; provides information and coordinates the evaluation process including initiation and implementation of evaluation programs for major, competitive procurements.

  • Reviews and edits all statements of work and memorandums of justification for clarity of purpose. Works with staff to ensure that all SOWs (Statements of work) and MOJs (Memos of justification) are clear and provide appropriate level of detail.

  • Contributes to the planning and execution of the procurement of capital equipment including all funding, infrastructure, and facilities requirements.

  • Manages the procurement of consultant services and subcontractor labor. Initiates competitive process and evaluations. Guides technical staff through the steps of the procurement process.

Project Management

  • Provides program management support as needed. Focuses on assisting with initial program planning for programs with defined deliverables.

  • Works with program managers to identify areas of risk and develop mitigation plans including the appropriate use of budget margin and/or management reserve.

  • Maintains a working knowledge of project management best practices, and assists technical staff with obtaining operational support.

  • Business Manager is expected to develop and monitor variance reports for spend plan versus actual cost for programs on a regular basis and track monthly labor, purchase and travel expenses for multiple projects.

  • Provides basic EVM (earn value management) support when applicable.

Human Resources & Personnel Management

  • Supports group office and employees in matters related to recruiting and employment. Provides guidance, information and/or referrals to HR related to application of personnel policies and administrative procedures.

  • Manages group-level personnel related matters and/or reporting. Takes leadership role in group recruiting efforts and employee relations.

  • Supervises and writes performance appraisals for Group Administrative Assistant(s) and works to develop office staff as a high-functioning team.

  • May supervise some group operations including graphic artists.

Facilities Planning

  • Contribute to the development of long term space plans and collaborate with the Division Office, Director’s Office, and Facility Services Department to develop and implement the plan to achieve those needs.

Developmental Knowledge

Will develop and maintain:

  • Advanced knowledge of internal Lincoln Laboratory standards and procedures in administrative, financial and procurement business processes.

  • Advanced knowledge of government contracting and acquisition, Federal Acquisition Regulation (FAR), cost estimating, and analysis.

  • Solid and effective understanding of DoD business and program operations.

  • Project management and leadership skills.

Requirements

  • Bachelor’s degree in Business or finance related field

  • MS/MBA is preferred

  • Min 5 years applicable experience beyond degree, preferably in a technical environment supporting multiple persons and projects

  • Demonstrate strong leadership and management skills

  • Must possess advanced skills in MS Office, especially Excel and PowerPoint. Must be able to create data base files, pivot tables and be comfortable working with various Excel functions (e.g. VLOOKUP, SUMIF, etc.). Familiarity with Excel macros is a plus.

  • Ability to analyze, create and present financial results/reports

  • Ability to work independently, seek out answers to problems and drive positive change within the organization

  • Demonstrated effective written and oral communication skills, interpersonal skills, and organizational skills.

  • The ability to obtain and maintain a government TOP SECRET security clearance is required. Candidate with existing TOP SECRET clearance is plus.

  • Experience with SAP a plus.

For Benefits Information, click http://hrweb.mit.edu/benefits

MIT Lincoln Laboratory is an Equal Employment Opportunity (EEO) employer. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, disability status, or genetic information; U.S. citizenship is required.

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