Administrative Specialist (IS-0301-11/12)

Application Deadline: 2 May 2025

Department: Smithsonian Astrophysical Observatory

Employment Type: Full Time

Location: Cambridge, MA

Reporting To: Division Administrator

Compensation: $83,742 - $130,488 / year

Description

OPENING DATE:  April 14, 2025
CLOSING DATE:  April 25, 2025
SERIES/GRADE:  IS-0301-11/12*
TYPE OF POSITION: Trust Indefinite (Non-Federal)
DIVISION:  High Energy Astrophysics
LOCATION: Cambridge, MA
AREA OF CONSIDERATION: This position is open to all eligible candidates.
*This is a career ladder opportunity, candidates selected at the grade 11 may be non-competitively promoted to a grade 12 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, 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
This is the position of Administrative Specialist (Grants and Programs Administrator) in the High Energy Astrophysics Division (HEAD) of the Smithsonian Institution Astrophysical Observatory. The employee will manage and administer all financial aspects of Division grant-funded research programs, including preparing financial proposals, monitoring funding and expenditures, and guiding financial decisions. The incumbent is responsible for developing, maintaining and using a comprehensive set of financial systems pertaining to grants within the Division, including accounting and budgeting, management analysis and procurement. In scope, the employee’s financial and administrative responsibilities for a portfolio of HEAD grants. This role reports to the Division Administrator.

MAJOR DUTIES

1.        Manages Division grants and serves as a point of contact within the Division for grant financial matters. Develops and operates systems to track and evaluate grant budgets and spending. Prepares spending plans for grant programs, reviews each plan monthly and prepares a summary of actual and projected expenditures. Prepares and submits monthly financial status reports to the Division Administrator and Principal Investigators showing actual expenses versus budget, an