Senior Operations Officer

Company Description New Mexico Institute of Mining and Technology (New Mexico Tech) is a leading public research university specializing in science, engineering, entrepreneurship, mathematics, and related fields. Founded in 1889, the institution has grown into a world-recognized center for research in areas such as hydrology, astrophysics, atmospheric physics, geophysics, homeland security, information technology, geosciences, energetic materials engineering, and petroleum recovery. New Mexico Tech offers over 30 bachelor’s programs in STEM disciplines, as well as master’s and doctoral degrees in specialized fields. Known as one of the top STEM schools in the United States, the university provides rigorous academic programs, close collaboration with research faculty, and strong career preparation for professionals in science and engineering. Role Description The Sr. Operations Officer (SOO) provides senior-level operational leadership and oversight for the daily administrative, financial, and business functions of the Southwest Innovation Alliance (SWIA), a center of New Mexico Tech (NMT) operated in partnership with the United States Air Force Research Laboratory (AFRL) since 1995. The SOO ensures SWIA's administrative functions are aligned with institutional mission, federal sponsor requirements, and the contractual terms and conditions of SWIA's Partnership Intermediary Agreement (PIA) with AFRL. Reporting to the SWIA Executive Director, the SOO oversees budget management, financial reporting, subaward administration, contracts and procurement, human resources liaison, facilities and space coordination, and event and program logistics across SWIA's mission areas. The SOO supervises support staff, develops and implements operational policies and procedures, and serves as SWIA's principal point of contact with core NMT offices, AFRL counterparts, sub-award partners, and external stakeholders. This is a full-time, regular, benefits-eligible position based in Albuquerque, New Mexico, at the Air Force Research Laboratory (AFRL) campus on Kirtland Air Force Base (KAFB), with hybrid/work-from-home flexibility available as agreed with the supervisor. Job Functions: Provide senior-level operational leadership for SWIA's administrative, financial, and business functions, ensuring alignment with NMT institutional mission, federal sponsor requirements, and PIA contractual obligations. Develop, implement, and evaluate operational policies, procedures, and internal controls that enhance efficiency, service delivery, and compliance. Oversee budget planning, preparation, and administration for SWIA's multiple funds and programs, including operating, sub-award, and program specific accounts. Manage spending authority within university policies and federal regulations, prepare budget requests and revisions, and analyze monthly expenditure reports against approved spending plans for SWIA leadership and government Principal Manager(s). Coordinate financial aspects of contracts, grants, and sub-awards within the SWIA portfolio, including budget development, proposal preparation, compliance monitoring, and external liaison with funding sources, subaward recipients, and contracting agencies. Oversee management of active sub-awards, including statement of work tracking, monthly billing review, and close-out procedures. Coordinate the preparation of financial statements, expenditure reports, special analyses, and quarterly and annual reports for SWIA leadership, government Principal Investigators, and partner organizations. Maintain reporting tools, dashboards, and graphics that support data-informed decisionmaking and program accountability. Supervise SWIA support staff including administrative, event, and program coordination personnel. Establish performance expectations, allocate work, evaluate performance, and foster accountability and professional development. Plan and maintain work schedules and approve timesheets and timeoff requests. Serve as SWIA's HR liaison with NMT Human Resources and AFRL security, coordinating recruitment, hiring, in-processing, and onboarding. Initiate fingerprint requests, security clearance applications, government computer access requests, and issuance of building and gate access credentials for SWIA staff. Oversee management of SWIA's programmatic facilities and collaboration spaces, including facility leases, day-to-day facility operations, building maintenance and service contracts, utilities, equipment and inventory management, space planning, and coordination of moves, surplus, and configuration changes. Coordinate access control, parking, and facility scheduling for SWIA's multiple operating sites. Coordinate special SWIA activities including conferences, workshops, technology transfer events, awards programs, and similar functions. Manage procurement of event materials, marketing supplies, AV equipment, catering, and related contracted services through purchase orders, P-cards, and Professional Services Agreements as appropriate. Serve as SWIA's principal point of contact and liaison with core NMT offices (Sponsored Projects Administration, Procurement, Payroll, IT, and Facilities), AFRL and government counterparts, sub-award partner institutions, and external stakeholders. Maintain effective communications and consistent operational practices across SWIA programs. Identify and implement process improvements, develop quick-reference procedures and training tools, and respond to evolving programmatic priorities. Perform other related duties as assigned by the SWIA Executive Director in support of institutional and federal mission objectives. Required Qualifications: Bachelor's degree from an accredited institution in business administration, public administration, finance, accounting, operations management, or a closely related field is required. Ten (10) years of progressively responsible experience in business operations, financial management, or program administration, including demonstrated leadership of complex administrative functions. Five (5) years of experience monitoring budgets and expenditures of sponsored projects, including advanced working knowledge of institutional financial systems (such as Banner) and federal financial tools, reports, and systems. Demonstrated ability to manage budget planning, financial reporting, sub-award administration, and compliance for federally sponsored programs and partnerships.Demonstrated experience ensuring financial compliance with federally sponsored project requirements, including time-and-effort certifications, cost allowability and allocability determinations, and audit-ready documentation and recordkeeping practices. Knowledge of federal and state financial regulations, university financial policies and procedures, and grant and contract administration requirements (including 2 CFR 200 and applicable uniform guidance). Ability to obtain and maintain unescorted physical access credentials to federal military installations including Kirtland Air Force Base. U.S. citizenship is required. Valid New Mexico Driver's License is required. Desired Qualifications: Master's degree in business administration, public administration, finance, accounting, operations management, or a closely related field. Five (5) years of supervisory experience including hiring, work allocation, performance management, and training of staff at multiple levels. Strong interpersonal and communication skills, both written and verbal, with demonstrated ability to work effectively with a wide range of constituencies; demonstrated experience supervising distributed staff at multiple work sites. Experience coordinating facility operations, including leases, space planning, and AV/IT infrastructure for collaborative or convening environments; experience in a university research, federal laboratory, or FFRDC environment supporting federally sponsored programs. Familiarity with NMT financial and reporting systems (Banner, ARGOS) and federal financial and access systems applicable to AFRL programs. Experience coordinating facility operations, including leases, space planning, and AV/IT infrastructure for collaborative or convening environments. #J-18808-Ljbffr