Program Operations Manager

3 weeks ago

Tucson, United States Assn of Univ for Res in Astronomy, Inc. Full time

The Program Operations Manager (POM) assists in management, coordination, communication and policy activities that fall within the purview of the Rubin Program Operations Team. The POM utilizes independent judgment and exhibits a high degree of initiative, diligence, and decision-making within the scope of responsibility or as delegated. The POM is aware of the importance of compliance and utilizes practical knowledge of AURA, NOIRLab, SLAC and Rubin practices, policies and procedures.

Under the guidance of the Head of Program Operations (HPO) the POM will lead, develop, review and maintain processes and procedures for specific activities such as agency reviews, staff onboarding, and Rubin workshops. The POM will oversee and work in coordination with CAS on Rubin needs in procurement and accounting. The POM will assist the program management team in carrying out business and personnel activities.

This position is eligible for remote work from any AURA approved state and Chile.

**Essential Functions**:

- Write, review, update, and monitor procedures to ensure and enable smooth operations across various activity areas including working with NOIRLab finance and AURA CAS in regards to proposals and contracts.
- Work closely with Rubin Operations staff (AURA and non-AURA) to facilitate efficient program operations exercising discretion and independent judgment.
- Provide Operations staff with support on work planning, process, and procedures and control.
- Review, monitor and follow up activity progress with Rubin Operations staff (for example milestone tracking and agency reports).
- Verify completion of activities with Rubin Operations staff ensuring proper closeout through logging of actions performed.
- Review, monitor, document and follow up on Operations action items and deadlines ensuring any approaching or overdue deadlines are identified to Leadership and any deadline extensions are communicated, documented and logged.
- Work with the Portfolio Manager to create individualized reports for Rubin Operations staff as sources of information for work planning and control.
- Work closely with Operations leadership, administrative staff and agency personnel to ensure efficient organization and smooth running of Operations Reviews.
- Produce, track and reconcile budget for annual Community Workshop.
- Work with Document Manager to assist with monthly and quarterly reports ensuring Operations inputs are completed and submitted on time.
- Review and analyze Management Fee, AURA unencumbered discretionary funds, etc. activity based on accounting reports on a quarterly basis.
- Work with AURA CAS Accounting to ensure proper closeout of purchase orders, requisitions and expense reports.

**Other Functions**:

- Liaising with NOIRLab, AURA and SLAC departments to support the Rubin Program
- Provide documentation and support for annual agency audits
- Other duties and special projects as assigned

***Required Education/Experience/Skills/Abilities**:

- Bachelor's degree in business administration or related field, or equivalent combination of education and experience.
- A minimum of six years experience providing program or project level support to executives and senior managers
- Excellent organizational skills, including the ability to handle many tasks at once, and meet deadlines.
- Must be able to communicate effectively, both verbally and in writing, with internal and external contacts at all organizational levels.
- Ability to maintain confidential and proprietary information and work independently.

**Preferred Skills/Experience**:

- Proficiency with Google Suite and/or Microsoft Office.
- Experience with Atlassian productivity and workflow tools such as Jira, Confluence and Smartsheet.
- Experience with online meeting platforms such a zoom.
- Experience with chat tools such as Slack.
- Current Project Management Professional (PMP) certification with Project management Institute (PMI).

**Physical Demands**:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. **Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.** This work is mostly carried out at a desk with a computer and peripherals. Long periods of sitting or standing at a desk looking at a screen will be required.

Some travel may be necessary in or outside the contiguous United States.

**Physical Demands: Long Version**

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable

accommodations may be made to enable individuals with disabilities to perform the essential functions.
- While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear.
- The employee is occasionally required to stand; walk; rea

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