Department Business Manager at Massachusetts… · Lexington

Who are we?

The Security Department’s overall mission is to identify and counter security threats to the MIT Lincoln Laboratory’s mission of development of game-changing technology in support of National Security, including guarding against compromise by foreign intelligence agencies and insider threats. To accomplish this mission, this department formulates and implements policies, plans, and actions designed to protect facilities against threats of vandalism, accidental destruction, and sabotage; and safeguards personnel, classified and unclassified information systems, personal identifiable information, property, and other assets from exploitation and recruitment by foreign intelligence agencies.
We foster a culture where security professionals from a wide range of backgrounds are empowered to solve complex security problems in close collaboration with Laboratory research teams and Government counterparts. Our people are our most important resource, and we encourage a casual and flexible opportunity-filled working environment that is technology-focused. Where mission needs can be met, the Security Department encourages flexible schedules and hybrid remote work arrangements.

MIT Lincoln Laboratory is a Federally Funded Research and Development Center (FFRDC) whose mission is research in support of National Security.
* Mission - The Security Department’s overall mission is to enable research and development while keeping the Lincoln Laboratory community safe and secure through the protection of information, networks, facilities and personnel.
* Culture – We foster an opportunity-filled environment of empowered team members from many backgrounds.
* Business Operations – Business Operations provides essential, high-impact business support to the Security Department spanning budget planning, reporting, forecasting, analysis, procurement, time reporting, travel, space planning, office moves, job postings, personnel actions, employee relation matter, various audits and related strategic activities.

What will you do?

The Department Business Manager is a trusted, integral member of the department’s senior leadership team, reporting to the Chief Security Officer and Chief Information Security Officer – positions of significant visibility and influence at the highest levels of departmental decision-making.

The Department Business Manager serves as the strategic financial and operational leader for the Security Department, directing an annual operating budget of $73M across seven inter-department functional areas and three budgets, and is entrusted with delivering a full spectrum of budgeting, financial analysis, and forecasting. The position spearheads the analysis, development and implementation of financial services and delivers comprehensive monthly reporting to Security leadership. This role oversees the certification of all time approval, including exempt staff labor distribution, and contingent worker certification of labor; leads audits and reviews at the direction of the Department Heads to assess costs and drive efficiencies; and champions or leads high-priority projects and security initiatives. The business manager also serves as the trusted point of contact for all human resource matters under the direction of department leadership - coordinating performance reviews, promotions, transitions, compensation planning and drives the Department’s Leadership Enrichment and Development (LEAD) program. As the department space liaison, this role acts as a key facilitator across cross-functional organizational units, ensuring physical spaces across the Laboratory are used effectively, support mission needs and remain aligned with strategic and operational priorities.

BUDGETING, PLANNING, FORECASTING
* Financial Analysis and Reporting:
o Administers all phases of department budgets, including developing five-year budget plans and monthly analyzing, monitoring, reporting and projecting financial data
o Leads quarterly budget meeting presentations to Finance
o Leads annual five-year budget planning process and presentation to Finance, grounding long-term planning in trend analysis and financial data
o Directs the roll-up and analysis of department direct charge costs
o Provides oversight of Rewards & Recognition management to maximize utilization of program
o Manages the annual Financial Management Review (FMR) submission for Department

OPERATIONS
* Human Resources & Personnel Management:
o Oversees labor time reporting for all classifications of personnel; monthly labor distribution process for exempt staff in coordination with Divisions and Department, time entry for non-exempt staff and labor certification for contingent labor
o Oversees job description/JDQ library – ensures update to date resources are available to department leaders
o Guides communication of goal setting/accomplishments, and performance appraisal standards
o Coordinates performance reviews
o Leads headcount forecasting and reporting
o Oversees requisitions, job descriptions, hiring tracking and new hire offer approvals
o Orchestrates personnel department promotions and transitions
o Drives compensation planning for department
o Administers the merit cycle
o Conducts flexible work arrangement (FWA) reviews
o Manages ServiceNow Authorizations (CAC, LOAs, HR actions, Digital Solutions actions)
o Leads Career Guide Development/Career Mapping
o Provides PA/Goal setting guidance
o Oversees vacation reporting

What will you do continued

* Procurement:
o Approves all department procurement through shopping carts, contingent work and PCARDs
o Serves as department-level approver of expense reports, reimbursement requests, ship orders, work orders and software purchases
o Facilitates and monitors procurement activities from RFP through receipt and invoicing, engaging as needed with external vendors and internal service providers and ensuring all invoices are paid in a timely manner
o Supervises purchase card processes, researches and resolves problem letters and technical certifications, and manages open commitments
o Audits and tracks assigned property in PTRACK
o Leads the refresh of aged assets

* Space Planning:
o Directs space plan updates, office moves, renovations, equipment, verification of office usage, and analysis of flexible work arrangements in support of optimal space utilization
o Analyzes space eligible time (SET) and office space assessment tool (OSAT) data to achieve maximum efficiency of department space usage
o Serves as Department’s principal contact for Facilities space planning
o Leads and aligns space strategy with Laboratory-wide objectives
o Establishes policies and priorities for space usage
o Maintains space planning database to ensure accurate reflection of space assignments

* Executive Support:
o Provides high-level support to Department Leadership on special projects, data requests, DO-level meeting support, slide preparation, and campus and other professional engagement coordination (Quality of Life survey analysis, consultant executive summaries, etc.)

* Personnel Management
o Manages administrative office staff, Assistant Department Business Manager and co-op (LEAD) student and intern programs

* Laboratory
o Serves as Security Department Operations Monthly Update representative – organizing and driving monthly Security content, with facilitation responsibilities rotating annually among Department Business Managers
o Participates in or leads cross-functional teams on business-related projects as needed
This position operates under the direct supervision of the CSO and CISO, using data and financial analysis to support department leadership in strategic and operational decision-making.

How will you grow?

You will find significant opportunities to do meaningful work in an environment intentionally designed to be one where you will learn, thrive and belong.
* Leadership: Opportunity to shape, manage, and improve work processes.
* Growth Opportunities: Potential for lateral and vertical movement within the department and laboratory.
* Education/Training: Access to mentorship, in-house and external professional development courses.
* Exposure: Direct engagement with stakeholders, Laboratory leadership and other Departments and Divisions.
* Community: Encouraged participation in Laboratory social events, Employee Resource Groups (ERGs), clubs and study groups, volunteering and community service projects.

What you need/Requirements:

To work with MITLL, all employees must meet certain basic requirements.
* Bachelor’s degree in finance, business, or related field. MBA preferred.
* 5-8 years of progressively responsible financial management with extensive budgeting experience
* 5-8 years of management or HR experience, including direct supervisory experience overseeing staff
* Demonstrated experience presenting financial and budgetary information to executive-level audiences
* Excel proficiency
* Demonstrated ability to analyze and articulate financial reports to stakeholders
* Demonstrated ability to exercise discretion and confidentiality in working with sensitive information
* Excellent analytical, interpersonal, written and verbal communication
* Excellent judgment
* Proven ability to thrive with minimal supervision and be a self-directed leader
* Ability to independently propel projects and deadline-driven work forward
* Ability to be on site a minimum of 3 days per week
* Selected candidate will be subject to a pre-employment background investigation and must be able to obtain and maintain a Top Secret level DoD security clearance
* Must be a U.S. Citizen

Ideally, you will have

The Laboratory values experiences from diverse backgrounds and occupations. The most successful candidates will have the following skills and qualifications.
* Knowledge of Laboratory mission and department/division processes
* Experience with SAP/SRM, LLBIS, OneStream
* Valued competencies: Business acumen, financial literacy, strategic thinking, market awareness, decisiveness, interpersonal, organizational, written and verbal communication, accountability, problem-solving, professionalism, objectivity and confidentiality
* Computer skills: Proficiency in business software including Excel, Word, PowerPoint, and Office with fluency in integrating AI into daily work
* A positive and team-focused mentality, with a drive to contribute to a fast-paced and mission-oriented team.
* Flexibility and resilience to thrive in a deadline-driven, dynamic work environment with proven ability to multi-task at a senior level
* Cross- functional team coordination, conflict resolution or mentorship experience