Recruitment Administrator (Human Resources Specialist), IS-0201-09

Application Deadline: 12 December 2025

Department: Smithsonian Astrophysical Observatory

Employment Type: Full Time

Location: Cambridge, MA

Reporting To: Director of Human Resources

Compensation: $69,213 - $78,441 / year

Description

OPENING DATE: 11/12/25
CLOSING DATE: 12/12/25
SERIES/GRADE: 0201 /9
TYPE OF POSITION: Trust Indefinite (Non-Federal)
DIVISION: Human Resources
LOCATION: Cambridge, MA 
AREA OF CONSIDERATION: This position is open to all eligible candidates.
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
The incumbent serves as a Recruitment Administrator in the Human Resources Department of the Smithsonian Astrophysical Observatory (SAO). At this level, the incumbent provides recruitment and placement services, advises managers and applicants on recruitment procedures, and ensures compliance with applicable laws, regulations, and policies. Assignments are developmental, and guidance is provided for complex or unusual recruitment actions.

MAJOR DUTIES

Provides end-to-end recruitment and placement services for Federal and Trust positions, including preparing vacancy announcements, reviewing applications, and making qualification determinations. Advises managers and supervisors on recruitment procedures, qualification standards, and appropriate sources of candidates. Screens resumes and applications, coordinates interview coordination, and assists in preparing and extending job offers in consultation with management. Maintains communication with applicants throughout the recruitment process and ensures timely updates and follow-up. Maintains communication with hiring managers throughout the recruitment process and ensures timely updates and follow-up.

Provides regular communications to the COO and SAO leadership on active recruitments. Maintains and updates vacancy information in the applicant tracking system (ATS); prepares basic reports on recruitment activity. Participates in workforce planning discussions to understand upcoming recruitment needs. Assists in outreach and diversity recruitment efforts to