Posting 24-66

AREA OF CONSIDERATION:  Open to all qualified candidates eligible to work in the US.

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, 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 Facility Manager, Fred L. Whipple Observatory (FLWO), Amado, AZ.  FLWO is home to a number of optical and gamma-ray telescopes and related scientific instruments.  The Manager is responsible for the effective day-to-day operation, safety, and financial and administrative management of FLWO, and for staff supervision.  

The FLWO is a geographically isolated, technically specialized, and highly interactive scientific research environment in a continuous  24-hour operation.  

MAJOR DUTIES

Manages the day-to-day operations of the Observatory and the maintenance of its facilities:

1.  Maintenance of structures, including the administrative complex/Visitors Center, VERITAS control building, telescope buildings and domes, warehouses, dormitories and common areas.
2.  Maintenance of the utility systems that support the observatory and the telescopes.
3.  Maintenance of vehicles, heavy equipment, and roads.
4.  Security and safety, including planning and directing employee awareness and training programs on safety, health issues, fire prevention, and security; investigating workers’ compensation incidents, ensuring that reporting requirements are met and causes corrected and supporting other supervisors as needed; overseeing the implementation of corrective actions identified by periodic Smithsonian Institution (SI) Office of Safety and Environment Management reviews and coordinating with SI staff as warranted.
5.  Coordination with the FLWO Scientific Director, and other project directors to provide the assistance of the maintenance staff for specialized tasks including instrument support for the telescopes, repairs to telescope domes and drive systems, transporting delicate mirrors and instruments and/or structural repairs.
6.  Support to scientific, SAO Public Affairs, and/or Advancement Office staff in educational or public outreach activities.

Supervises administrative and skilled trades employees:

1.  Plans and directs workflow.
2.  Assigns tasks based on mission priorities, difficulty of the assignment, and the capabilities and availability of the employee.
3.  Defines positions, and recommends the selection of candidates for new appointments, promotion, or reassignment.
4.  Develops performance standards and evaluates performance.
5.  Advises, counsels, and instructs individual employees on both work and administrative matters.
6.  Hears complaints and grievances and, when possible, resolves conflicts locally.
7.  Disciplines employees as necessary.
8.  Identifies requirements for staff development; and makes arrangements for necessary training.

Coordinates FLWO activities with SI's Office of Planning, Design and Construction (OPDC) and SI’s Office of Facilities Management and Reliability (OFMR) for projects involving the maintenance, revitalization, and/or repair of existing facilities and long-range planning for new design or construction:

1.  Works with FLWO/SAO scientific and management staff to define priorities for the operation, maintenance, repair, and minor construction related to the telescopes, base camp and/or dormitories. Evaluates the adequacy and physical condition of facilities and recommends appropriate corrective action. Provides detailed cost estimates for all requested work in support of planning efforts.
2.  Plans and oversees renovation and restoration activities and works with SI program management to determine priorities and expedite funding as needed for critical or safety driven tasks.
3.  Facilitates appropriate engagement with assigned SI architects and engineers and ensures FLWO provides input during all project phases. Convenes working sessions with representatives of scientific projects and other FLWO staff to ensure that scientific research requirements are met.  Coordinates the work of locally contracted architectural and design firms.
4.  Prepares bid packages for repair contracts including Statements of Work and Government Estimates.
5.  Administers funding provided for routine maintenance and repair programs. Ensures adequate Internal Management Controls are in place to monitor work requests, project accomplishment, and contract tracking. Independently manages solicitation of quotes and bids for projects of $100,000 or less.
6.  Manages the preventive maintenance program for facilities and vehicles and facilitates the transfer of property between projects and other agencies by assuring proper records are maintained.

Serves as the COTR (Contracting Officers' Technical Representative) for repair/renovation projects and custodial work:

1.  Formulates, prepares, analyzes, and administers FLWO budgets for federally-appropriated and private revenue funds.  Establishes controls to monitor expenses and recommends budget restructuring as needed to accommodate unanticipated deviations such as varying costs for equipment, supplies, or services; or changes in the availability of funds.
2.  In coordination with the FLWO Scientific Director, maintains administrative liaison with various local scientific, education, industrial, and government organizations.  Serves as FLWO liaison with other government agencies, including the U.S. Forest Service (USFS), as appropriate.  Convenes annual planning and review meetings with the Nogales District Ranger and other key staff members.  Maintains current land use permits and agreements. Works with the USFS to obtain approval for building modifications and or repairs when required, including exterior color selections, non-disturbance of endangered wildlife and vegetation, etc.  

Performs other related duties as assigned. 
 

QUALIFICATION REQUIREMENTS

Basic Requirements:

Candidates must possess a minimum of one year of specialized experience equivalent to at least the grade 12 in the normal line of progression for the occupation.  Such experience includes but is not limited to managing the effective day-to-day operation, safety, and financial and administrative management of a large facility and supervising a diverse staff of trades and personnel.  

Important Note:
Your resume and supporting documentation will be compared to your responses to the occupational questionnaire or other assessment tool for consistency. If a determination is made that you have rated yourself higher than is supported by your resume, you will be assigned a rating commensurate to your described experience.

Your resume should provide detailed information regarding how your education and experience relate to this position, including the major duties and qualifications criteria listed.

Your overall experience and training must indicate that you have the minimum knowledge, skills, abilities needed to perform the duties of this position. There is no substitution of education for experience for this position. Qualification requirements must be met by the closing date of the announcement. 

Full qualifications can be found at:  https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/1600/facility-operations-services-series-1640/

Knowledge, Skills, and Abilities required:

• Knowledge of, and skill in applying a comprehensive range of facility and business administration principles, concepts, and practices  to the operation of a complex, geographically remote, scientific facility sufficient to: 
  • Determine and implement appropriate facility maintenance procedures for a remote scientific  facility;  
  • Balance cost factors between preventive and major maintenance.
  • Determine deficiencies and prepare packages for unusual or new repair or construction;  
  • Prepare initial project descriptions and justifications for necessary facility modifications when infrastructure capabilities cannot support mission requirements, and prepare detailed descriptions of the work required. 
  • Develop maintenance concepts, including forecasting usage rates, and establishing initial repair and replacement factors.
  • Evaluate, adapt, or modify procedures and practices concerning property facilities, utility systems, buildings, equipment, plans, and grounds.
  • Develop long and short-range plans for maintenance, staffing, equipment requirements, and funding.
• Skill in the management and supervision of  a diverse  workforce of administrative and trade personnel including  planning, organizing, directing, assigning and reviewing work; conflict identification and resolution; motivating and evaluating staff; and promoting professional growth. 
• The ability to develop, analyze, monitor, and administer budgets for FLWO operations including such areas as recurring maintenance, repairs, new construction or alteration projects, replacement of existing equipment, and increases in service requirements.  
• Skill in contract administration and the ability to serve as a Contracting Officer's Technical Representative (COTR) for construction, maintenance, and repair contracts for structures and infrastructure, such as roads.       
• Excellent oral and written communication skills, including the ability to establish and maintain effective working relationships with a diverse group of scientific, technical, trade, administrative, and volunteer staff daily and in situations that may be contentious, challenging, or involve stringent deadlines. 

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 hr@cfa.harvard.edu. 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.

 How to Apply:  Please use the following link to visit Smithsonian's Career Page:  Smithsonian Institution Job Opportunities Site