Research Operations Coordinator

Department: Smithsonian Astrophysical Observatory

Location: Cambridge, MA

Compensation: $56,584 - $73,563 / year

Final date to receive applications: 30 April 2026

Opening Date: December 18, 2025
Closing Date: April 30, 2026
Series/Grade: IS-1101-07
Type of Position: Trust Indefinite (Non-Federal)
Division: Director's Office
Location: Cambridge, MA

Three positions may be filled from this announcement.

Trust Fund positions are unique to the Smithsonian. They are paid for from a variety of sources, including the Smithsonian endowment, revenue from 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, Flexible Spending Account (Health & Dependent Care).

• 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.

The Smithsonian Astrophysical Observatory (SAO) is at the forefront, internationally, of the scientific exploration of the universe. SAO combines its resources with those of 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.

The Research Operations Coordinator provides routine administrative and financial support to the assigned PI support team. The position is part of a team‑based research administration PI support team. Work is developmental and performed with close guidance, focusing on learning systems and procedures, assisting with routine tasks, and providing reliable support for higher‑level research administrators.

The incumbent supports PI portfolios across pre‑award, post‑award, compliance, financial management, reporting, operations, and event logistics.

• Assists with preparing basic proposal documents and forms under close supervision.
• Helps coordinate logistics for proposal site visits (scheduling, materials, room setup).
• Collects and organizes supporting documentation for pre‑award submissions.

• Processes routine accounting transactions such as travel expense reports, invoices, credit card transactions, requests for payment, and purchase requisitions.
• Tracks and files receipts and supporting documents for compliance.
• Assists with purchase order closeouts and payroll distribution changes under guidance.
• Provides logistical support for PI travel arrangements and reconciles expense reports.
• Maintains organized financial records and documentation.

• Assists with reconciling accounts and resolving discrepancies by collecting data and escalating issues to senior staff.
• Reviews and enters payroll and timekeeping information (WebTA) with oversight.
• Provides backup support for monthly and quarterly expense…