LIGO Lab Business Manager

LIGO Laboratory (the Laser Interferometer Gravitational-wave Observatory) seeks a highly motivated and skilled LIGO Lab Business Manager to join its team.

This position is located in-person at the LIGO Hanford Observatory in Richland, WA. LIGO Lab strives to provide flexibility to our staff and this position is eligible for an alternative 9/80 work schedule. After the initial introductory period some remote work may be available.

LIGO Laboratory is a National Science Foundation major facility dedicated to observing the newly discovered gravitational-wave universe. Jointly operated by the California Institute of Technology and Massachusetts Institute of Technology, the LIGO Laboratory operates world-leading observatories near Richland, WA, and Baton Rouge, LA as well as R&D centers on the Caltech and MIT campuses. The LIGO Laboratory's mission spans a broad and vibrant array of activities related to gravitational-wave physics and astronomy, including detector operations, R&D toward detector improvements, gravitational-wave astrophysics, observatory operations, and education and public outreach.

For more information, please visit the Laboratory website at www.ligo.caltech.edu

Job Summary

The principal responsibility of the Laboratory's Business Manager is to serve the LIGO Directorate, consisting of the Executive Director, Associate Deputy Directors, and the Chief Operations Officer, who are responsible for the overall management of the LIGO Laboratory. The Business Manager would be responsible for managing and overseeing the daily operation of the Laboratory's grants management, reporting and procurement. This position would be the principal business interface between the Laboratory, the California Institute of Technology business systems, and the National Science Foundation. These services and interfaces include but are not limited to procurement, contract administration, budget development, tracking and reporting, document management, financial reporting and report and proposal preparation.

The Business Manager will be responsible for preparing budgets and presenting monthly financial analyses of LIGO Operations and other costs. They will also serve as a coordinator, along with the COO, for any new proposals submitted by LIGO Laboratory through Caltech to the NSF (National Science Foundation) and other funding agencies. The Business Manager's role requires close communication with, and providing advice and support to, the Laboratory's senior management, who are in turn responsible for the individual elements of the overall operations budget. It is also the responsibility of the Grants and Contracts Manager to ensure compliance with NSF requirements, perform other analyses as required by the LIGO Directorate to respond to NSF requests and to support NSF or other reviews of LIGO.

The Business Manager's role is highly service-oriented, requiring close communication with and providing support to the Laboratory's senior management who are in turn responsible for individual elements of the overall operations budget.

This position is located at the LIGO Hanford Observatory in Richland, WA. LIGO Lab strives to provide flexibility to our staff and this position is eligible for an alternative 9/80 work schedule. After the initial introductory period some remote work may be available, subject to institutional review.

Essential Job Duties

• Manages various aspects of LIGO Laboratory operations business functions. This includes providing direction and guidance to support staff directly or through subordinate managers, ensuring compliance with Caltech and funding agency policies, developing, and implementing business processes used by LIGO.
• Works closely with the LIGO Directorate to develop long-range strategic plans and to define and develop annual operating budgets for LIGO Laboratory; helps to assess staffing needs and other resource allocations; performs cost analyses and projections, etc.
• Works closely with the LIGO financial analyst in tracking and monitoring all accounts to insure accurate and appropriate transactions; provides input as needed to program grant proposals, progress reports and renewals, and interacts with public funding agencies; works with the LIGO financial analyst to provide budgetary projections; analyzes financial impacts and reviews actual performance vs. planned budget to determine and understand variances; provides constructive solutions to address financial and other resource implications of current and proposed initiatives.
• Provide project management support for LIGO awards not included as part of Operations & Maintenance; including but not limited to earned value set-up and reporting, project schedule maintenance and financial oversight.
• Develops and presents on various topics, as requested, to LIGO Lab internal management and external committees.
• Oversees compilation of new proposals; ensures that all requisite materials are prepared and provided to the Division and to the Caltech Office of Sponsored Research for approval; submits proposals to the NSF via NSF's Research.gov web site.
• Manages and oversees all aspects of LIGO Laboratory procurement operations and contracts administration; monitors account reconciliation and status to ensure compliance with fiscal guidelines and regulations.
• Assures supervision, evaluation, and attention to career development for a portion of the LIGO Laboratory business group consisting of approximately 7 individuals.
• Manages and oversees the day-to-day operations of other non-technical Laboratory activities, such as document management, travel support, and other general administrative support functions.
• In addition to interacting with LIGO Directorate, the Business Manager interfaces as required with representatives from various Institute business offices, and business professionals from collaborating institutions and NSF.
• Perform other related duties as assigned.
• Expected to travel regularly, perhaps as much as 10% of work time, to LIGO work locations and conferences or meetings as assigned.

Basic Qualifications

• Bachelor's degree in Business Administration or other closely related field.
• 8+ years experience in managing financial and project functions in a scientific research, technology development, or administrative setting with scientific or technical programs.
• 5+ years of people management experience
• 5+ years of experience preparing financial reports and conducting complex analysis.
• Familiarity with the tools used to prepare and present financial status reports.
• Documented previous management skills and experience; experience as a line supervisor of employees, with direct responsibility for formal evaluations, handling performance issues, etc.
• Excellent written and verbal communication skills with the ability to communicate complex information in a way that resonates across diverse groups of stakeholders, shapes strategic decisions, and generates momentum for meaningful change.
• Strong organizational skills and initiative to prioritize and complete assignments in accordance with assigned schedules. Must be a self-starter who is able to work under minimum day-to-day supervision.
• Must be detail oriented.
• The ability to work in a team-oriented environment; ability to work with others within the LIGO community to respond to requests and resolve problems.
• Proficient in use of Microsoft Office with Advanced Excel skills.
• Demonstrated ability to create an environment of trust within and beyond the working team.
• Well-rounded interpersonal skill set with the ability to build strong, trust-based relationships with senior management, leaders, peers, and junior employees.
• Ability to travel by air to other LIGO work locations and conferences intermittently.

Preferred Qualifications

• Master's in Business Administration
• Previous experience with projects funded by the NSF or similar agency is highly desirable.
• An understanding of contractual and procurement protocols in an academic/non- profit environment is also desirable.
• Exposure to project management concepts, terminology, and methodologies. Familiarity with project controls applications and tools like Microsoft Project.

Required Documents

• Cover Letter summarizing your relevant experience and why you wish to work at LIGO Lab.
• Resume.