Research Administration Specialist

Department: Smithsonian Astrophysical Observatory

Location: Cambridge, MA

Compensation: $100,371 - $130,488 / year

Final date to receive applications: 10 April 2026

OPENING DATE:
March 19, 2026
CLOSING DATE:
April 10, 2026

Series/Grade: IS-1101-12

Type of Position:
Trust Indefinite (Non-Federal)
Division:
Director's Office

Location:

Cambridge, MA
Area of Consideration:
This position is open to all eligible candidates.

We plan to make up to two hires.

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, 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.

• Collaborates with PIs to develop, review, and submit proposals for both federal and non-federal sponsors in accordance with SAO and sponsor policies.
• Prepares, reviews, and advises on budgets, budget justifications, under-recovery, use of institutional resources, and sponsor forms.
• Ensures compliance with Smithsonian, federal, and sponsor requirements before submission.
• Coordinates with Research Administrative Services (RAS) reviewers to route proposals and make adjustments as needed on the prescribed timelines.
• Advises PIs on pre-award requirements, including cost allowability, indirect cost recovery, and sponsor restrictions.
• Anticipates and resolves issues that could delay or compromise submission.

• Establishes and manages project accounts for federal, trust, and sponsored awards.
• Reviews and approves financial transactions for compliance.
• Oversees award set-ups, closeouts, extensions, and required reports.
• Tracks and addresses account overruns; reallocates charges as appropriate.
• Manages payroll and personnel actions, including salary distributions, changes to appointments, promotions, new hires, renewals, and reappointments.
• Prepares spending plans, account projections, and financial status reports for assigned PIs.

• Reviews monthly and quarterly expenses for certification, including salary expenses.
• Monitors and enforces compliance with sponsor terms, OMB circulars, GAAP, and Smithsonian directives.
• Reviews internal controls, variance analyses, and ensures the allowability of costs.
• Manages subawards, cost sharing, and subcontracts for assigned PI portfolios.
• Supports internal and external audits and escalates complex matters to senior leadership as needed.
• Ensures institutional policies are implemented consistently across PI portfolios.

• Prepares monthly account projections and multi-year budget forecasts by PI.
• Provides financial forecasts to PIs, Budget and Financial Services (BFS), and…