Administrative Specialist; Academic Appointments

Administrative Specialist (Academic Appointments), IS-0301-11

Final date to receive applications: 23 October 2026

Department: Smithsonian Astrophysical Observatory

Employment Type: Full Time

Location: Cambridge, MA

Compensation: $84,579 - $109,959 / year

OPENING DATE:
September 25, 2026 CLOSING DATE:
October 23, 2026 SERIES/GRADE: IS-0301-11 TYPE OF POSITION:
Trust Indefinite (Non-Federal) DIVISION: SAO Human Resources

LOCATION:

Cambridge, MA AREA OF CONSIDERATION:
This position is open to all eligible candidates. SAO is unable to provide sponsorship for this position.

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 The Smithsonian Astrophysical Observatory is seeking a meticulous and initiative-taking Administrative Specialist for Human Resources to manage the Early Career Researcher (ECR) Programs and support various Human Resources processes  incumbent is responsible for managing the full life cycle of internship, fellowship, and academic appointments for interns, postdoctoral, predoctoral, visiting students, visiting scientists, and other short-term research personnel.

This position involves a wide variety of sensitive, personally identifiable, information. The employee must maintain a prominent level of confidentiality in fulfilling the responsibilities of the position and must foster a culture of confidentiality among others who oversee such information.

Manages the day-to-day operations of ECR programs, and provide support to the human resources function, including scheduling meetings and appointments, organizing and maintaining files, and handling correspondence. Function as the point of contact between executives and internal/external stakeholders. Responds to difficult issues involving complex problems and/or concerns and recommends solutions and alternative approaches.

Respond to and initiate inquiries (questions regarding personnel, facilities, administration, specialized programs, etc.) Explain policies, answer questions, and independently resolve problems whenever feasible. Prepare presentation materials for use by others, editing content and adding appropriate graphic and design elements. These responsibilities may include creating basic web content. Compose and/or prepare correspondence, memoranda, promotional materials, forms, newsletters, manuals, and reports using appropriate word processing and spreadsheet tools.

Perform basic statistical calculations on data for reports and presentations. Plan, prioritize and schedule meetings.

Assist with grant proposals and serve as a resource for information related to the administration of grants and contracts. Perform specialized administrative duties required to support the specific program area, using discretion to make judgments based on operating guidelines. Support purchasing requirements for department, researching items, and obtaining price quotes, entering information into university systems, receiving purchase orders, and maintaining P-Card information as required.

Support human resource and payroll processes as a primary contact or backup for payroll preparation or certification, leave tracking, appointment papers, and other requirements. Arrange and coordinate travel and travel reimbursement for staff. Compile and maintain information that may require web or library researching, gathering, compiling, and updating data and records. Perform other administrative duties as required to…