HR: Employment Opportunities
 Job posting 18-42
Opening date: May 23, 2018
Closing date:July 30, 2018

TITLE: Administrative Specialist, IS-0301, Grade 11; $67,643.00 to $87, 940.00/yr
TYPE OF POSITION: Temporary Not to Exceed One year with possibility of extension up to 3 years.
LOCATION: Cambridge, MA
AREA OF CONSIDERATION: This position is open to all candidates eligible to work in the United States.


Assists the EHT Project Director and SAO Project Manager in managing budgets and approves the expenditure of funds in all categories, and prepares and submits financial portions of required reports.

Expedites and follows up processing of documents by SAO Contracts and Procurement Department.

Gathering and consolidating necessary information from files, Co-Is and PI, etc.

Responsible for coordinating and overseeing the preparation of all material according to guidelines provided by the funding agency.

Prepares budgets for proposals in final format for submission working from rough estimates and verifies all line item amounts.

Supports Principal Investigators (PIs) of the observatory's EHT in the development of project budgets and schedules.

Coordinates proposal preparation.

Helps prepare detailed budgets and related justifications, and ensures that all internal review documentation requirements and deadlines for submission are satisfied.

Monitors and tracks obligations and expenditures for all of its funding sources using observatory fiscal sheets and RG Division cost tracking and reporting systems

Provides project PIs with budget status and variance reports, and advice on programmatic administrative issues.

Utilizes Smithsonian Enterprise Resource Planning (ERP) systems to prepare variety of administrative documents and related backup


For Grade 11:


One year of full-time experience at the Grade 9 level that is close or similar to the work of this job. The experience includes activities such as: Office administration, sponsored project administration, proposal preparation, procurement, travel, and document/report preparation.

Or Education

Three full years of progressively higher level graduate education leading to a Ph.D. or equivalent doctoral degree related to this position may be substituted to meet the experience requirements.

Or a Combination

Education and experience, in part, totaling 100% may be combined to meet the basic qualifications.

Part-time and/or unpaid experience related to this position will be considered to determine the total number of years and months of experience. Be sure to note the number of paid or unpaid hours worked each week.

APPLICATION PROCEDURE: We will only accept applications on line for this position. To view the complete vacancy posting, requirements and the procedures to apply, please visit: USAJOBS

The Smithsonian Astrophysical Observatory is an equal opportunity employer committed to diversity in our workplace.

Visit our SAO website.


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