Business Operations Specialist

Job Description

Job Description

Benefits:

• 401(k)
• Health insurance
• Paid time off
• Vision insurance

Title: Business Operations Specialist
Client: NOAA Fisheries – Southwest Fisheries Science Center (SWFSC)
Location: 8901 La Jolla Shores Drive, La Jolla, CA 92037
Employment Type: Full-Time
Work Location: Hybrid (1 day Telework)

 
Position Overview

 
NOAA Fisheries' Southwest Fisheries Science Center (SWFSC) is seeking a highly organized and experienced Technical Business Operations Specialist to provide comprehensive business, financial, administrative, and operational support. The selected candidate will support budget planning and execution, implementation of the Administrative Integrated Management System (AIMS), operational process improvements, financial reporting, acquisitions support, travel coordination, property management, and executive administrative functions. This role requires strong analytical skills, exceptional communication, and the ability to manage multiple priorities in a federal environment while ensuring compliance with NOAA, NMFS, and Department of Commerce policies.

 
Key Responsibilities

Budget Planning & Financial Management

• Support annual budget formulation, execution, and financial tracking activities.
• Gather, validate, and maintain budget data for scientific programs.
• Maintain financial records within AIMS, Project Planning Database (PPD), and other tracking systems.
• Prepare budget reports, financial summaries, dashboards, and management presentations.
• Assist with Current Year Operating Plans (CYOPs), financial data calls, and budget analysis.

AIMS Implementation & Business Systems Support

• Participate in system testing, user acceptance testing (UAT), and issue validation.
• Maintain AIMS issue logs and coordinate resolution activities.
• Develop user manuals, SOPs, Quick Reference Guides, and training materials.
• Deliver user training and support change management initiatives.
• Assist with migration of business processes into AIMS.

Administrative & Business Operations

• Provide operational support for SWFSC business functions.
• Support acquisitions and grants intake and tracking.
• Coordinate travel authorizations and travel vouchers.
• Maintain government property records and inventories.
• Manage executive calendars, meeting logistics, conferences, and administrative documentation.
• Maintain staff profiles, shared documentation, and SOP libraries.
• Provide administrative backup support across multiple offices.

Reporting & Process Improvement

• Develop recurring operational reports and executive briefings.
• Analyze administrative workflows and recommend process improvements.
• Ensure compliance with NOAA, NMFS, and Department of Commerce policies.
• Prepare monthly progress reports, status updates, and final project documentation.
• Collaborate with management and technical staff to meet project milestones.

Required Qualifications

• Bachelor's degree in Business Administration, Finance, Public Administration, or a related field with 6+ years of relevant experience.
• OR 10+ years of equivalent specialized experience in lieu of a degree.
• Experience supporting federal business operations, budget management, or program administration.
• Strong analytical, organizational, and problem-solving abilities.
• Excellent written and verbal communication skills.
• Ability to work independently while managing multiple priorities.
• Experience preparing executive reports, presentations, and briefing materials.

Flexible work from home options available.