Research Operations Coordinator

Research Operations Coordinator, IS-1101-07

Final date to receive applications: 21 August 2026

Department: Smithsonian Astrophysical Observatory

Employment Type: Full Time

Location: Cambridge, MA

Reporting To: Cherry Mui

Compensation: $57,150 - $74,297 / year

OPENING DATE: July 21, 2026

CLOSING DATE: August 21, 2026

SERIES/GRADE: IS-1101-07

TYPE OF POSITION: Trust Indefinite (Non-Federal)

DIVISION: Director's Office

LOCATION: Cambridge, MA

This position is open to all eligible candidates.

SAO is unable to provide visa sponsorship for this position.

This position is classified at the entry level.

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. 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 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.

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…