Administrative Specialist (IS-301-12)

Application Deadline: 31 January 2025

Department: Smithsonian Astrophysical Observatory

Employment Type: Full Time

Location: Cambridge, MA

Compensation: $100,371 - $130,488 / year

Description

OPENING DATE: December 30, 2024
CLOSING DATE: January 31, 2025
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. 

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 and 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, Smithsonian Early Enrichment Center (Childcare), 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 in the High Energy Astrophysics Division (HEAD) of the Smithsonian Astrophysical Observatory. 

MAJOR DUTIES

• Responsible for budget management and financial reporting for assigned HEAD projects. Prepare annual budgets for assigned HEAD projects. Budgets to be monitored monthly. Duties include tracking of expenses, creating variance reports and revising project budgets as necessary.  Respond to queries from project management and sponsoring organizations for financial data; research questions and provide responses. Provide inputs for or prepare programmatic and financial reports, such as Cost to Completes. Review Central Engineering assignments monthly and provide updated plans to the CE administrator as needed. Independently creates estimates, budgets and analysis reporting based on requirements established by the Division administrator and Project management.  Communication to HEAD Project Management regarding the status of project budgets and actuals is of paramount importance. Priority should be given to making sure project budgets are on track.  Conducts monthly account reconciliation, verifying that salaries and other expenses are correctly allocated to the appropriate projects and resolving any issues and discrepancies.
• Prepare 533 monthly and quarterly reports as required. Coordinate with major subcontractors to ensure accuracy and timely submission of their 533s and incorporate their inputs into SAO’s  533 submission. Coordinate flow of 533s through HEAD project management, SAO Financial M