Posting 24-70

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, 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. 
• Eligible for hybrid work schedule after 6 months of employment

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 Atomic and Molecular Physics Division (AMP) of the Smithsonian Institution Astrophysical Observatory. The incumbent 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 of grants within the Division, including accounting and budgeting, management analysis, and procurement. The incumbent reports to the Division Administrator. 
 

MAJOR DUTIES

• Coordinates all administrative matters for the SAO AMP division. This includes elements typical for a scientific and technical research group: personnel, travel, procurement, purchasing, scheduling, proposal generation and submission, communication, meeting logistics, budget tracking, and grant administration.
• Participates in the planning and preparing of research proposals for future external and internal funding for the AMP division. Typical duties include preparing budgets in consultation with scientists and managers, coordinating all required documents and staging them for submission, coordinating graphics, formatting and general document preparation in accordance with the sponsor specifications, communication with sponsors, SAO administration, and external collaborators, and sub-award leads as required in the submission and preparation process.
• Administers all grants and serves as Authorizing Officer, with the full delegation of approval authority for the AMP division. For each grant, this requires tracking of budgets, coordination of project reports to sponsors, monitoring personnel support levels, and contacting sponsors, SAO administration, collaborators and AMP personnel as appropriate to gather needed information. The incumbent is responsible for assuring that expenditures re essential to grant programs and that costs are allowable and allocable.
• Tracks division-wide finances and budget levels across all funding support to assist AMP division leadership with long-range administrative, cost and personnel plans through analysis, projections and recommendations. Reacts to principal-investigator-initiated changes in project orientation and grant focus by working to adapt support and resources as required and in compliance with Federal and Trust fund regulations and SAO guidelines and procedures. Identifies potential problem areas, resolves issues and recommends corrective action or procedures.
• Conducts monthly account reconciliation, verifying that salaries and other expenses are correctly allocated to the appropriate projects and resolving any issues and discrepancies.
• Serves as the primary credit card holder or an authorized approver for members of the AMP division.
• Reviews travel authorizations and purchasing and procurement requisitions in compliance with Federal and Trust fund regulations and SAO guidelines and procedures. Coordinates travel for all AMP division staff, including assistance with administration for SAO-supported and externally supported trips.
• Coordinates all AMP human resources matters, including participating in the entire employee life cycle, submitting paperwork associated with HR transactions, serving as a timekeeper, and working with the HR team to resolve issues.
• Provides executive administrative support to AMP principal investigators and coordinates group meetings, workshops, and conference logistics.
• Provide onboarding support to new members of AMP on SAO and SI policies, procedures, and best practices.

QUALIFICATIONS: 

Basic Requirements: 

Candidates must possess at least one year of specialized experience in similar positions at or above the grade (11 ) level.  Specialized experience is an experience that has provided the knowledge, skills, and abilities to successfully perform the work of the position.
OR
Ph.D. or equivalent doctoral degree.
OR
3 full years of progressively higher-level graduate education leading to such a degree.
OR
Combination of education and experience.

For information on qualification requirements, see Qualification Standards Handbook for General Schedule Positions viewable on the web at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/0300/miscellaneous-administration-and-program-series-0301/ 

Knowledge, Skills, and Abilities required:

• Thorough knowledge of grants administration practices to plan, monitor and manage all financial aspects of scientific research grant programs for AMP and have thorough knowledge of AMP programs, activities, missions, policies and objectives and skill in interpreting grant contractual requirements, government regulations, and SAO and SI policies to guide decisions and resolve problems.
• Comprehensive knowledge of Federal and SI policies, rules, and regulations pertaining to federal and trust fund divisional activities, especially in the areas of budgeting, contract administration, proposal preparation, program evaluation, personnel administration, procurement, accounting, travel, and visa processing.
• Extensive knowledge of internal and external (e.g., funding agencies) regulations and guidelines in order to ensure that budget estimates adhere to both SAO/HCO and outside funding agency fiscal and contractual requirements, thereby contributing to the successful and timely review and award by the funding source organization.
• Ability to formulate, present and monitor short- and long-term budgets, to prepare spending plans, monitor and track expenditures and identify and report deviations, and to generate financial reports.
• Knowledge and experience in application of computer database technology and enterprise resource planning programs such as PeopleSoft to grant administration and strong computer literacy, including the ability to develop and prepare requisitions and travel authorization using SI wide automated systems; and maintain and update administrative data using SAO automated systems
• Possesses strong analytical, and oral and written communication skills, including the ability to exercise tact and diplomacy in communicating potentially contentious information, and to handle confidential information with discretion.
• Knowledge of SAO time and attendance reporting regulations and procedures and fellowship program and procedures.

Applicants, who wish to qualify based on education completed outside the United States, must be deemed equivalent to higher education programs of U.S. Institutions by an organization that specializes in the interpretation of foreign educational credentials. This documentation is the applicant's responsibility and should be included as part of your application package.

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; starting and ending dates of job (month and year); and average number of hours worked per week. College Transcript 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