Administrative Specialist (IS-301-12)

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 Management department and SAO Contracts Department.
• 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.
• 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.
• 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.

QUALIFICATION REQUIREMENTS

Candidates for the grade 12 must possess a minimum of one year of specialized experience equivalent to the grade 11 in the normal line of progression for this occupation. Specialized experience is experience that has equipped the applicant with the particular competencies/knowledge, skills, and abilities to successfully perform the duties of the position, such as listed in the duties above.
OR
Education: master's or equivalent graduate degree or Two full years of progressively higher level graduate education leading to a master's or equivalent degree, or LL.B. or J.D., if related.
OR
Combination of Experience and Education: Education and experience may be combined to meet the basic qualifications.
Knowledge, Skills, and Abilities required:

• 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.

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 responsibility of the applicant and should be included as part of your application package Any false statement in your application may result in your application being rejected and may also result in 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 [email protected]. 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.