Job posting 12-39
Opening date: April 12, 2012
Closing date: April 26, 2012
TITLE: Staff Assistant, IS-301, Grade 9; $51,871 to 67,427/yr
TYPE OF POSITION: Trust Fund (non-federal) Indefinite
DIVISION: - Director’s Office
LOCATION: Cambridge, Massachusetts
AREA OF CONSIDERATION: All qualified candidates
The Staff Assistant to the Director of the Harvard-Smithsonian Center for Astrophysics provides confidential executive
administrative support to the Director. The Staff Assistant participates in planning and managing the administrative functions of the
Director’s office. The incumbent will interface with all levels of Smithsonian and Harvard staff and visitors, as well as with the directors of
national and international observatories, federal and international agencies, universities and other similar institutions.
Duties may include but are not limited to: Controls and maintains the Director's confidential calendar of meetings, travel and project deadlines.
Receives and screens visitors and answers multi-line phone system for the Director's Office.
Reviews and routes incoming mail and faxes to the Director's Office. Reviews and evaluates the Director's mail according to the priority of the
information or of the required response and refers items to staff members for information, review or response. Initiates responses to routine
inquires and maintains a database for tracking documents.
Composes correspondence, briefs, charts and other documents for the Director's signature based on the knowledge of work within the office
and the Director's preferences. Edits and produces electronic presentations with graphics, audio-visual cues and other state-of-the-art
techniques, and develops large complex documents and document suites.
Coordinates the Director's travel with the Harvard College Observatory and the Smithsonian Astrophysical Observatory travel staff and offsite
travel agencies; schedules appointments and prepares itineraries; prepares trip folders and gathers all necessary material for travel; prepares trip
expense reports; maintains travel files and MS Access travel status database.
Develops and implements use of databases to manage information within the Director's Office. Designs, implements, and maintains databases
to promote efficiency within the office and on projects.
Acts as the Director's personal liaison with the Office of the Secretary at Smithsonian and with the Harvard University Presidents' Office.
Candidates must possess one year of specialized experience equivalent to the grade 7 level. Specialized experience is
experience that has equipped the candidate with the following criteria which is required to perform successfully the duties of the position, and
that is typically in, or related to the work of the position:
Knowledge of and proficiency with office software applications (Word, Excel, PowerPoint, Outlook), electronic mail,
scheduling/calendar programs, etc., and other database applications.
Knowledge of proper grammar, spelling, punctuation, sufficient to prepare and review outgoing material for correctness, proper
format, and completeness.
Ability to work efficiently in handling multiple assignments and competing priorities, often under considerable pressure to meet
Ability to deal confidentially, tactfully, efficiently and professionally with all levels of personnel.
Skill in performing in a busy and high-pressure work environment in order to meet deadlines.
Skill in oral and written communications.
APPLICATION PROCEDURE: We will only accept applications on line for this position. For complete
information and online application procedures, please visit: USAJOBS
The Smithsonian Astrophysical Observatory is an equal opportunity employer committed to diversity in our workplace.
Visit our SAO website.