Administrative Management Specialist (IS-0301-9/11/12)

Application Deadline: 20 January 2025

Department: Smithsonian Astrophysical Observatory

Employment Type: Full Time

Location: Cambridge, MA

Compensation: $69,213 - $89,975 / year

Description

OPENING DATE: January 13, 2025
CLOSING DATE: January 20, 2025
TYPE OF POSITION: Trust Indefinite (Non-Federal)
DIVISION: Radio and Astronomy
LOCATION: Cambridge, MA
AREA OF CONSIDERATION: This position is open to all eligible candidates.

​*This is a career ladder opportunity with promotion potential to grades 11 and 12. Selection will be made at grade 9. The candidate may be non-competitively promoted upon recommendation of the supervisor based on classification requirements, satisfactory performance, and employee qualifications.*
What are Trust Fund Positions?Trust Fund positions are unique to the Smithsonian. They are paid for from a variety of sources, including the Smithsonian endowment, revenue from our business activities, donations, grants and contracts. Trust employees are not part of the civil service, nor does trust fund employment lead to Federal status. The salary ranges for trust positions are generally the same as for federal positions and in many cases trust and federal employees work side by side. Trust employees have their own benefit program, which may include Health, Dental & Vision Insurance, Life Insurance, Transit/Commuter Benefits, Accidental Death and Dismemberment Insurance, Annual and Sick Leave, Family Friendly Leave, 403b Retirement Plan, Discounts for Smithsonian Memberships, Museum Stores and Restaurants, Credit Union, and  Flexible Spending Account (Health & Dependent Care). 
Conditions of Employment

• Pass Pre-employment Background Check and Subsequent Background Investigation, as required.
• Complete a Probationary Period if applicable. 
• Maintain a Bank Account for Direct Deposit/Electronic Transfer.
• The position is open to all candidates eligible to work in the United States.  Proof of eligibility to work in U.S. is not required to apply.
• Applicants must meet all qualification and eligibility requirements within 30 days of the closing date of this announcement. 

OVERVIEW

INTRODUCTION
The Smithsonian Astrophysical Observatory (SAO) is at the forefront, internationally, of the scientific exploration of the universe. SAO combines its resources with those of the Harvard College Observatory to form the Harvard-Smithsonian Center for Astrophysics (CfA). The CfA is the best-known astrophysics center in the world. Its programs range from ground-based astronomy and astrophysics research to space-based research, the engineering and development of major scientific instrumentation for space launch and use in large ground-based facilities, and research designed to improve science education. The research objectives of SAO are carried out primarily with the support of Government and Smithsonian Institution funds, with additional philanthropic support.  Government funds are in the form of Federal appropriations or the form of contracts and grants from other agencies. In contrast, Institution funds are available to SAO through grants from the Institution's Restricted Funds, Special Purpose Funds, Bureau Activities, Business Activities, and non-Federal contracts and grants. 

SUMMARY
The purpose of the position is to provide administrative and financial, office, and other technical support to the Division Administrator and other members of the Radio and Geo-astronomy (RG) division, which includes the staff scientists, their research staff, and other temporary members of the division who require support.

MAJOR DUTIES

• Performs administrative work including purchasing, travel, property management, and/or general administrative support for the Office. Handles logistics related to workshops, meetings, and other gatherings. The incumbent prepares purchase orders, contracts, travel authorizations and vouchers and similar documents for obligation against approved funds. Reviews documents to ensure that the appropriate authorizations are in accordance with regulations, charged to the applicable account, and funds are available to cover the obligation.
• Provide on-boarding/off-boarding support for assigned staff. Provide purchasing support to the organization. Provide logistics support to organization (i.e., coordinating facility related issues, maintaining office supplies for assigned personnel. 
• Coordinate travel arrangements: schedule mode of transportation, prepare trip folders, arrange lodging reservations, and develop itin