Posting #24-43

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).

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 Program Management Office (PMO) manager will work directly under the supervision of the Associate Director of Technology and Engineering to play a vital role in overseeing and managing the successful execution of programs within the Smithsonian Astrophysical Observatory (SAO). The incumbent will collaborate closely with Principal Investigators (PIs) to identify program objectives and work with them to ensure resources are correctly allocated in proposal submissions. They will establish and maintain effective program management practices, processes, and methodologies to ensure the delivery of projects on time, within budget, and meeting quality standards. They will also serve up to 75% of their time as the program manager for one or more observatory projects.

MAJOR DUTIES

• 
  Program Management Strategy and Governance, which includes:
  • Develop and implement program management strategies, methodologies, and best practices to ensure successful program execution and alignment with organizational objectives.
  • Establish governance frameworks and processes for program initiation, planning, execution, monitoring, and control.
  • Define and maintain program management policies, standards, and procedures, ensuring program compliance.
• Program Planning and Execution, which includes:
  • Collaborate closely with Principal Investigators (PIs) to identify program objectives, scope, deliverables, and success criteria.
  • Assist PIs in preparing proposals by ensuring correct allocation of resources, timelines, and budgets.
  • Lead the development of program plans, including work breakdown structures, schedules, resource allocation, and risk management strategies.
  • Monitor program progress, identify and address potential risks and issues, and proactively take corrective actions to ensure program objectives are met.
• Resource Management and Team Leadership, which includes:
  • Build and manage a high-performing team within the PMO, including hiring, mentoring, and developing program management professionals.
  • Allocate resources effectively to support program initiatives, balancing workload and ensuring the right skills are available for successful execution.
  • Foster a collaborative and inclusive team environment, promoting knowledge sharing and continuous improvement.
• Stakeholder Communication and Relationship Management, which includes:
  • Establish and maintain strong relationships with key stakeholders, including executives, Principal Investigators (PIs), program sponsors, and project managers.
  • Communicate program progress, risks, and issues to stakeholders in a clear and timely manner.
  • Facilitate effective communication and collaboration between program teams and stakeholders to ensure alignment and mitigate potential conflicts.
• Program Performance Monitoring and Reporting, which includes:
  • Define and implement program performance metrics and reporting mechanisms to track program progress, quality, and effectiveness.
  • Analyze program data and provide regular reports and updates to senior management, highlighting achievements, challenges, and recommended actions.
• Other duties as assigned.
•  
• QUALIFICATIONS: 

Basic Requirements:
Candidates must possess a minimum of one year of specialized experience equivalent to at least grade 14 in the normal line of progression for the occupation.  Such experience includes but is not limited to managing projects for a government or research organization and participating in proposal preparation. Such experience would have included managing a project team, monitoring and controlling project performance and budgets, and interfacing with funding agencies and other external organizations.

Knowledge, Skills, and Abilities required:

• Mastery of program management principles, methodologies, and practices of managing scientific and/or technical programs.
• Excellent leadership, communication, and interpersonal skills, with the ability to build relationships and influence stakeholders at all levels.
• Mastery and expert skills in planning, organizing, directing, and conducting complex studies, as well as skills in justifying or resolving matters involving significant or controversial issues.
• Mastery of budget management practices, including the ability to define accurately the scope of projects, and to generate and maintain realistic project budgets and complex project technical schedules using established methods and tools such as MS Project, SmartSheet, Asana, or similar tools.
• General knowledge of systems engineering principles and practices as applied to large-scale technical projects.
• Ability to independently establish effective relationships and negotiate with staff and project partners from US and international scientific institutions, government agencies, and contractors.
• Ability to interpret and respond to contractual requirements, sponsor and donor policies, government regulations, and SI/SAO policies and procedures to resolve issues.
• Mastery and expert skill in planning, organizing, directing, and conducting complex studies, as well as skills in justifying or resolving matters involving significant or controversial issues.
• Experience in technical resource management across several teams with complex and changing schedules.
• Excellent verbal and written interpersonal skills, including the ability to give well-organized presentations to varied audiences on technical, program planning, financial, and contractual elements of the project.

  Any false statement in your application may result in its rejection and, if necessary, termination after employment begins.

  The Smithsonian Institution values and seeks a diverse workforce. Join us in "Inspiring Generations through Knowledge and Discovery."

 Resume/CV should include a description of your paid and non-paid work experience that is related to this job, the starting and ending dates of the job (month and year), and an average number of hours worked per week. College transcripts should be provided if using education for qualification.  

What To Expect Next: Once the vacancy announcement closes, a review of your resume will be compared against the qualification and experience requirements related to this job. After review of applicant resumes is complete, qualified candidates will be referred to the hiring manager.

Commitment to Diversity, Equity, and Inclusion
The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact   hr@cfa.harvard.edu. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.  To learn more, please review the Smithsonian’s Accommodation Procedures.

The Smithsonian Institution is an Equal Opportunity Employer. We believe that a workforce comprising a variety of educational, cultural, and experiential backgrounds support and enhance our daily work life and contribute to the richness of our exhibitions and programs. See Smithsonian EEO program information: www.si.edu/oeema.

The Smithsonian Astrophysical Observatory is an equal opportunity employer committed to diversity in our workplace. Please visit the SAO website at http://www.cfa.harvard.edu/

About Smithsonian Astrophysical Observatory

The Smithsonian Astrophysical Observatory is joined by Harvard College Observatory to form the Center for Astrophysics | Harvard & Smithsonian.  The Center is a collaboration between Harvard and Smithsonian designed to ask — and ultimately answer — humanity’s greatest unresolved questions about the nature of the universe.   Founded in 1973, the Center for Astrophysics | Harvard & Smithsonian is an ongoing collaboration designed to foster innovation and propel discovery.  Our mission is to advance knowledge of the Universe through research in astronomy and astrophysics and in related areas of fundamental physics and geophysics.

At the CfA, scientists in a broad range of disciplines study the universe at every scale, from every wavelength, and using telescopes and instruments that span and orbit the globe, all with a single purpose: making groundbreaking discoveries that advance human knowledge.

How to Apply:  Please use the following link to visit Smithsonian's Career Page:  Smithsonian Institution Job Opportunities Site

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.