Job posting 20-07
Opening date: November 12, 2019
Closing date: February 14, 2020
TITLE:Administrative Specialist, IS-0301, Grade 12; $82,721.00 to $107,542.00 annually
TYPE OF POSITION: Trust Fun (non-Federal) Indefinite
DIVISION: - RG Radio and Geoastronomy Division
LOCATION: Cambridge, MA
AREA OF CONSIDERATION: All qualified candidates eligible to work in the United States.
This position supports the Event Horizon Telescope (EHT), a visionary project to create an Earth-sized virtual
telescope to image black holes. Our team designs novel instrumentation for radio dishes worldwide, travels to
remote sites for observing, and analyzes radio data combined from all dishes. Our group is at the forefront of an
international collaboration. We are students, postdocs and staff in an environment that emphasizes cutting-edge
science through teamwork.
1. Coordinates all administrative matters for the SAO EHT group. 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.
2. Participates in the planning and preparation of research proposals for future external and internal funding for
the EHT group. Typical duties include: preparing budgets in consultation with scientists and managers,
coordinating all required documents and staging them for submission, coordinating graphics, typesetting and
general document preparation, communication with sponsors, SAO administration and external collaborators
and sub-award leads as required in the submission and preparation process.
3. Administers all grants for the EHT group. 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 EHT personnel as appropriate to gather needed information.
4. Tracks group-wide finances and budget levels across all funding support to assist EHT group 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 makes recommendations for corrective action
5. 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 EHT group members,
including assistance with administration for SAO supported and externally supported trips.
6. Coordinates EHT personnel issues, provides executive administrative support to the EHT principal
investigator, and coordinates logistics for group meetings, workshops, and conferences.
One full-time year (12 months) of specialized work experience equivalent in difficulty and responsibility to the
GS-11 level in the Federal service. Qualifying experience may include but is not limited to performing and
coordinating a full range of administrative specialties such as contracting and procurement, management
analysis, budget and financial management, grants and proposal and support services. Experience includes
planning, managing, executing, evaluating and facilitating the full range of administrative programs and
APPLICATION PROCEDURE: We will only accept applications on line for this position. For
complete information about this position and the online application procedures, please visit:
The Smithsonian Astrophysical Observatory is an equal opportunity employer committed to diversity in our workplace.
Visit our SAO website.