Posting 24-76

AREA OF CONSIDERATION: This position is open to all eligible candidates. This is a career ladder opportunity with promotion potential to grade 11. Selection for this position to be made at the grade 09 level. Candidates may be non competitively promoted to the next grade level , up to grade 11, upon the recommendation of the supervisor based on classification requirements, satisfactory performance and qualifications of the employee.

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. The employee supports divisional contracts and grants and other internal projects. 

MAJOR DUTIES:

1. 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.
2. 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 Management department and SAO Contracts Department.
3. In a timely manner initiate Division requisitions. Assign correct WBS task numbers and object classes, monitor and track expenditures for Project budget activity, and report on status, progress, and receipt of all expenditures. Update Requisition Log with purchase order information, verify costs, effectively deal with outside vendors and SAO Procurement office in problem resolution or refer more complex issues (such as those involving subcontracts) to supervisor for further direction or resolution. Prepare and disseminate a purchase order status report as required by HEAD Project Management. Initiate Purchase Order change orders and renewals as required to sustain project continuity.  Serves as the primary credit card holder or an authorized approver for members of the HEA division.
4. Generate travel authorizations for personnel. Prepare foreign travel requests, close out travel authorizations and de-obligate funds for cancelled trips. All travel authorizations should be prepared to adhere to the SI Federal Handbook Regulations. Track travel activity against project budgets proposal (actual vs. planned). Monitor and analyze open travel expense reports to determine what actions are required to close accounts, and create an action plan with follow-through to closure.
5. Support  HEAD Program Management in the preparation and submission of PI proposals and other cost estimates by researching and compiling financial data from previous reports and historical documents in areas such as labor, engineering, supplies and services, equipment, travel, and other services. As directed, act as proposal coordinator, coordinating proposal assembly, review and submission. Support the supervisor in project planning, scheduling, and analyzing project resource requirements.
    

• Knowledge of the various sponsors’ requirements regarding grant provisions and proposal guidelines, internal and external project administration policies, procedures, and guidelines in order to ensure proper compliance.  
• Knowledge of principles, practices, and methods of financial management and budget
• administration that enable the employee to monitor obligations and expenditures, identify and report deviations and other problems, take appropriate action, and prepare financial cost reports.
• Knowledge of procurement and travel software applications such as PeopleSoft and Concur.
• Skill in the use of computers and applications such as Word and Access and experience with financial spreadsheets, specifically Excel. Ability to apply analytical and evaluative methods and techniques to issues or studies concerning the efficiency or effectiveness of programs and to solve problems.
• Ability to organize work files and prioritize work assignments to meet SAO and external deadlines and goals.

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.