HR: Employment Opportunities
 Job posting 18-58
Opening date: July 16, 2018
Closing date: August 31, 2018

TITLE: Administrative Specialist, IS-0301, Grade 11; $67,643.00 to $87, 940.00/yr
TYPE OF POSITION: Trust Fund (non-federal) Indefinite
LOCATION: Cambridge, MA
AREA OF CONSIDERATION: This position is open to all candidates eligible to work in the United States.


Administers all aspects of the EHT sponsored project activities, both internally and externally funded, including preparation of budgets for proposals for submission to the National Science Foundation (NSF) and NASA, as well as other funding agencies. This includes 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. Expedites and follows up processing of documents by SAO Contracts and Procurement Department. 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.

Administers awards to the observatory's EHT. Monitors and tracks obligations and expenditures for all of its funding sources using observatory fiscal sheets and RG Division cost tracking and reporting systems.

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. Works with Financial Management staff to reconcile discrepancies.

Provides project PIs with budget status and variance reports, and advice on programmatic administrative issues. Supports preparation and submission of project progress reports.Provides liaison with collaborating external organizations to coordinate proposal preparation and award administration.

Works independently with the observatory's administrative departments and outside agencies to resolve budgetary and administrative problems as they occur.

As required, may be required to learn to utilize software tools at the observatory to develop and/or maintain EHT project schedules, develop cost estimates, and generate project status reports for instrument development projects.

Provides and organizes logistical support for group meetings and conferences.

Coordinates EHT website maintenance and upkeep.

Utilizes Smithsonian Enterprise Resource Planning (ERP) systems to prepare variety of administrative documents and related backup. These include purchase requisitions, travel authorizations for both internally funded and externally sponsored travel, travel vouchers, and petty cash disbursements.

Provides editorial support to the observatory's EHT staff as requested. Proofreads documents to ensure consistent formats, and correct spelling and word usage. Coordinates preparation of figures, tables and their proper integration into the final document. Assures that reports and proposals are prepared in accordance with program and observatory requirements.

Performs other administrative functions such as timekeeping, maintaining inventory of procured equipment and serving as Accountable Officer, ordering supplies, and maintaining the observatory's EHT group calendar.

Provides general administrative and sponsored project support to the EHT Director as requested, and performs other related duties as assigned.


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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