Operations Manager, DIBI

About the Opportunity

This job description is intended to describe the general nature and level of work being performed by people assigned to this classification. It is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. 

JOB SUMMARY

The Defense Industrial Base Institute seeks an experienced Operations Manager to support a new DoD funded project as well as its overall institute mission, milestones, and activities in the metro-Boston area, nationally, and internationally. This role requires a person with an entrepreneurial spirit, a sharp business mind and proven success in managing multiple projects, as well as great collaboration and interpersonal skills.

The Operations Manager will report to the Director of Finance and Administration at the Defense Industrial Base Institute and is responsible for supporting and overseeing the day-to-day Financial and Administration operations of the Defense Industrial Base Institute (DIBI) ensuring efficiency, productivity, and adherence to organizational policies and procedures. This role serves as the central point of operational coordination and support to the institute Director of Finance and Administration and DIBI Executive Director, while supporting the institutes operational goals and milestones through effective resource management, project coordination, process improvement, and administrative oversight.

The position will own proper terms and conditions tracking and financial project management and compliance for all rapid study teams and contracts under the institute, IT Dashboard for equipment, and utilizing Intelibuy and Workday as central university systems for accomplishing part of this work. Position will collaborate alongside NU RES and Office of General Counsel to be Point of Contact on all contract submission and approval process for the institute. Support the institute staff with buildout of project management dashboards/processes in smartsheet for the quick rollout of projects and deliverables (hiring/onboarding, events, product creation, outreach deliverable, etc).

MINIMUM QUALIFICATIONS

• U.S. citizenship is required due to federal contract obligations
• Bachelor's degree in Business Administration, Management, or related field
• 3-5 years of experience in operations management or administrative leadership
• Experience coordinating projects and events
• Demonstrated ability to manage multiple priorities while maintaining attention to detail
• Strong analytical and problem-solving skills with experience in process improvement
• Excellent communication and interpersonal skills, with the ability to work effectively across all levels of the organization
• Proficiency in Microsoft Office Suite and experience with Smartsheet, Intellibuy, Data Management,
• Experience with budget management and resource allocation
• Experience with contract management
• Knowledge of best practices in operational efficiency
• Ability to maintain confidentiality when handling sensitive information
• Strong organizational skills with a proven track record of meeting deadlines and deliverables

KEY RESPONSIBILITIES & ACCOUNTABILITIES

1) Institute Finance and Administration Operations

• Oversee daily Finance and Administration operations and coordinate workflow to ensure optimal efficiency and productivity
• Develop, implement, and maintain operational policies, procedures, and standards that support institute need and organizational objectives
• Support Director of Finance and Administration in Operational and Research budget, including tracking operational expenses, forecasting needs, and identifying cost-saving opportunities
• Manage vendor relationships and contracts and invoice payment related to institute research operations
• Support institute IT needs, purchasing and tracking computer hardware, software licenses, and triaging IT support needs.
• Assist with scheduling, travel booking and Concur reporting

2) Contract Support & Management

• Review and Submit Contract Requests: Evaluate submitted contract needs for accuracy, compliance, and alignment with business requirements before routing for approval.
• Vendor Onboarding and Compliance Checks: Ensure external vendors meet organizational and regulatory standards prior to engagement through the Intellibuy system.
• Track Contract Status and Lifecycle: Monitor contract progress from submission to execution, flagging delays or bottlenecks, and updating stakeholders accordingly.
• Maintain Contract Documentation and Audit Trails: Ensure all supporting documents, approvals, and communication logs are stored properly within Intellibuy for transparency and audit readiness.
• Coordinate with Procurement and Legal Teams: Act as the liaison between internal teams and external vendors to facilitate negotiations, reviews, and approvals.
• Analyze Contract Performance and Spend: Assess vendor performance, contract compliance, and budget adherence for strategic decision-making.

3) Event Management Operations

• Working alongside the Sr Director for Public Outreach, help to coordinate and execute institute events, including meetings, conferences, retreats, and team-building activities in the Boston campus.
• Help to support and manage event budgets, timelines, and logistics for national events
• Select and negotiate with venues, caterers, and other event service providers for all events
• Work alongside Events Manager to create and distribute event communications, including invitations, agendas, and follow-up materials
• Work alongside Events Manager, Coordinate audio-visual needs, presentation materials, and other technical requirements for events
• Gather feedback after events to identify opportunities for improvement in future planning

4) Facilities & Space Planning

• Manage building maintenance including furniture arrangements and moves, arranging for appropriate signage, ensuring security and emergency preparedness measures are in place
• Represent the institutein all facilities and renovation projects. Coordinate with PREF Project Manager regarding project status and follow up to ensure all plans and punch list items are complete.
• Manage staff relocations and space assignments, including those for new staff hires
• Ensure newly renovated spaces are functioning properly and report any issues to PREF

Requirement:

US Citizenship is a requirement per Federal funding agency

Additional Information:

This is a fixed term appointment, with the possibility of renewal based off of continuing external funding

Position Type

Additional Information

Northeastern University considers factors such as candidate work experience, education and skills when extending an offer.  

All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law.

Compensation Grade/Pay Type:

Expected Hiring Range:

With the pay range(s) shown above, the starting salary will depend on several factors, which may include your education, experience, location, knowledge and expertise, and skills as well as a pay comparison to similarly-situated employees already in the role. Salary ranges are reviewed regularly and are subject to change.