Job Opening: Operations Manager

Job Opening: Operations Manager


Department of Urban Studies and Planning (DUSP)


POSITION: Operations Manager, #17703

REPORTS TO: Deputy Director

CONTRACT: Ends on September 30, 2020

SALARY & BENEFITS: 1 FTE; $60-70k annual salary


The MIT Community Innovators Lab (CoLab)

The Community Innovators Lab (CoLab) is a center for planning and development within the MIT Department of Urban Studies and Planning. Its strategic intent is to become an R+D hub for innovation from the margins for economic democracy and self-determination. In furtherance of that strategic intent, CoLab supports the development and use of knowledge from excluded communities to deepen civic engagement, improve community practice, inform policy, mobilize community assets, and generate shared wealth. It believes that community knowledge can drive powerful innovation and can help make markets an arena for supporting social justice.  It builds strategic partnerships and works to implement strategies that enable communities to harness their existing assets and capture the value they create to promote inclusive economic development that is environmentally sustainable, socially just, and deeply democratic. CoLab brings multi-disciplinary expertise from the urban planning discipline, municipal government, business, community media, civil rights advocacy, and community and labor organizing.

CoLab seeks a creative and results-driven Operations Manager to oversee all operational dimensions of CoLab. The Operations Manager will manage and implement finance, human resources, grants management, and other operational and administrative systems necessary for the effective functioning of CoLab. The Operations Manager will provide strategic advice to the CoLab Executive Director and Deputy Director concerning the above and also concerning all operational dimensions of CoLab’s Five Year Strategic Plan.  The position will anchor the Operations Team (ED, DD, AA and OM) and serve as a primary liaison between CoLab and the Department of Urban Studies and Planning (DUSP) Administrative Officer and other key staff. The Operations Manager will supervise CoLab’s Administrative Assistant.

Strategic Plan (5%)

As a part of the Operations Team, the Operations Manager will contribute to refining and implementing an operations plan to support CoLab’s Five Year Strategic Plan.[DC1]

Finance (45%)

The Operations Manager is responsible for managing all aspects of CoLab’s financial operations: preparing and managing CoLab budgets; tracking, monitoring and preparing budgets and proposals for internal MIT grant processes to ensure the organization's financial sustainability; advising the Executive Team on financial matters; and interfacing with DUSP and Institute financial oversight functions.

Specific duties include:

●     Prepare and manage CoLab’s annual operating budget, incorporating individual project/account budgets

●     Oversee spending on all CoLab accounts and projects, and provide detailed revenue and expense forecasts on a regular basis

●     Ensure compliance with all internal MIT finance oversight functions, including via participation in audit and compliance activities

●     Develop processes and tools necessary for planning, transparency and accountability for all program budgets

●     In collaboration with Program Directors, plan, prepare and oversee budgets for all programs

●     Work with the Leadership Team to review and approve all program budget requests

●     Prepare quarterly reports to CoLab Leadership Team and Faculty Council 

●     Review monthly wage and salary activity (DACCAs)

●     Develop fiscal policies in collaboration with the Executive Team and communicate policies to staff

●     Resolve fiscal issues as needed

 Grants Management (20%)

Working with CoLab program staff and relevant MIT offices (including the Department of Urban Studies central administration, the Office of Foundation Relations and the Office of Sponsored Programs), the Operations Manager is responsible for overseeing CoLab grant application and management process, from pre-award proposal preparation through post-award and close-out. Specific duties include:

●     Manage financial and budget dimensions of the prospecting and grant-writing process

●     Prepare proposals for submission to potential funders, including developing detailed budgets, aggregating proposals through the online KualiCoeus portal, and working with staff in OSP to finalize submissions

●     Develop a tracking system for proposal writing and grant monitoring

●     Prepare financial reports and coordinate preparation of narrative reports for funders, ensuring compliance with foundation and other sponsors’ reporting requirements

●     Serve as a primary liaison with foundation grant administrators

Human Resources (25%)

The Operations Manager manages all administrative HR activities, acting as a liaison between CoLab, DUSP and central HR offices on all related processes. Specific duties include:

●     Work with CoLab programs to develop job descriptions and search plans, and coordinate staff/fellows’ onboarding/orientation and offboarding processes

●     Work with DUSP AO and staff to process new appointments, hires, extensions, raises, promotions, and terminations

●     Develop, maintain and work with Leadership Team to administer talent management systems and annual performance review process for staff.

●     Set up and manage independent contractor and temporary employee processes

●     Maintain personnel files and records including updating position descriptions and monitoring parity across all program positions.

Communications  (5%)

The Operations Manager manages specific communications tasks:

·      Oversee updates to the CoLab website as needed

·      Coordinate production of the annual report


●     Bachelor’s degree plus a minimum of 3 years successful experience in academic administration or a related field.  An equivalent combination of education and experience will be considered

●     Ability to advise, explain implications of, and propose options to, Executive and Leadership Teams regarding operations functions.

●     Ability to work independently and exercise sound judgment on all job tasks

●     Ability to work collaboratively, deliver results, and establish effective working relationships with multiple stakeholders.

●     Ability to work as part of cross-disciplinary teams within CoLab that may include staff and students from other departments.

●     A background in higher education administration a plus, as is MIT experience and familiarity with MIT administrative systems.

Salary: Approx. $70,000

More: MIT jobs site