Division Administrator (IS-0301-13/14)Application Deadline: 2 December 2024Department: Smithsonian Astrophysical ObservatoryEmployment Type: Full TimeLocation: Cambridge, MACompensation: $116,820 - $151,870 / yearDescriptionOPENING DATE: November 5, 2024CLOSING DATE: December 2, 2024TYPE OF POSITION: Trust Indefinite (Non-Federal)DIVISION: Solar, Stellar, and Planetary Sciences LOCATION: Cambridge, MAAREA OF CONSIDERATION: This position is open to all eligible candidates.This is a career ladder opportunity with promotion potential to grade 14. The candidate may be non-competitively promoted to grade 14 upon the supervisor's recommendation based on classification requirements, satisfactory performance, and employee qualifications. 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, which 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, Smithsonian Early Enrichment Center (Childcare), 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.
- Required to file SI Form 1085, Confidential Financial Disclosure Report
OVERVIEWINTRODUCTIONThe 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. SUMMARYThe purpose of the position is to manage all the non-scientific aspects of the Division's broad program of astrophysical research, and specifically to administer its sponsored project, human resources, and financial functions; supervise its administrative staff; provide effective administrative liaison within SAO and to HCO; and support the Division Chair (DC) and other Observatory senior management in long-range planning and special projects as assigned. The incumbent is responsible for developing, coordinating, and maintaining a comprehensive system of administrative and financial staff services, including contract administration, accounting/budgeting/forecasting, management and program analysis, evaluation of programs, proposal preparation, procurement, and personnel administration. The Division Administrator is expected to create an atmosphere in which scientific research can thrive by understanding the needs of the scientific staff and working cooperatively with this staff. MAJOR DUTIES
- Participates with the SSP Division Chair and Division senior scientists in near- and long-term division and project planning, including staffing, funding, space, and other resources' requirements. Coordinates with both SAO and HCO management and administrative staff to optimize Division operations.
- Manages all aspects of the Division's internally and externally funded sponsored project activities.
- Plans and develops the process for proposals to external funding agencies.
- Maintains cognizance of the proposal and award administration requirements of relevant funding agencies such as NSF and NASA so as to serve as an expert resource to Division scientists.
- Has full responsibility for the practical and technical aspects of the Division's budget.
- Develops the plan and prepares the annual research and Division operations proposals for Smithsonian Federal and Trust Funds; formulating, justifying, and executing both long- and short-range budgets independently.
- Oversees Division's personnel administration.
- Participates with the Division Chair and project Principal Investigators in developing short and long-range human resource needs for the Division and individual projects. Maintains extensive knowledge of personnel policies and procedures to advise Division staff, supervisors, and the Division Chair on personnel and employee relations issues.
- Ensures the smooth administrative functioning of the Division. Serves as an information source to scientific staff on administrative issues. Evaluates, recommends, and implements improvements to administrative procedures. Supervises, reviews task, sets priorities, and establishes and distributes workload to administrative support staff.
QUALIFICATION REQUIREMENTSBasic Requirements: Candidates must possess at least one year of specialized experience at or above the grade (12) level in similar positions. Specialized experience is experience that has provided the knowledge, skills and abilities to successfully perform the work of the position.Knowledge, Skills, and Abilities required:Budget Administration: Thorough understanding of the principles and practices of budget administration and analysis; including preparing, justifying, reporting on, and executing budgets; and the relationships among program, budgeting, accounting, and reporting systems.Financial Management: Advanced knowledge of techniques for monitoring and managing expenditures to ensure cost effectiveness including the use of cost benefit analysis to set priorities; and specialized knowledge of SAO/SI financial processes and procedures.Contracting/procurement: Specialized knowledge of various types of sponsored research contracts and grant proposal preparation and award administration requirements (for example, NASA or NSF), and related knowledge of procurement requirements such as Federal Acquisitions Regulations.Research Administration: Knowledge of contract administration sufficient to monitor long and short-term research and/or development contracts that extend over several years and cover research, development, testing, and/or production of complex state-of-the-art scientific equipment and instrumentation.Human resources administration: Extensive knowledge of government performance management systems, recruitment policies and practices, and personnel policies and procedures. Communications skills: Ability to express information effectively in all.Any false statement in your application may result in rejection of your application 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. Resumes should include a description of your paid and non-paid work experience related to this job, the starting and ending dates of the job (month and year), and the average number of hours worked per week. 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.Relocation expenses are not paid.Commitment to Diversity, Equity, and InclusionThe Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact ...@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: The Smithsonian Astrophysical Observatory is an equal opportunity employer committed to diversity in our workplace. Please visit the SAO website at