Research Administration Specialist

Research Administration Specialist, IS-1101-12

Final date to receive applications: 8 May 2026

Department: Smithsonian Astrophysical Observatory

Employment Type: Full Time

Location: Cambridge, MA

Reporting To: Cherry Mui

Compensation: $101,375 - $131,790 / year

OPENING DATE:
March 19, 2026

CLOSING DATE:
May 8, 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.

The Research Administration Specialist provides full lifecycle research administration in support of a portfolio of Principal Investigators (PIs). The position is part of a team‑based research administration PI support team. The incumbent exercises independent judgment, ensuring compliance with federal and sponsor requirements, and provides oversight and guidance to junior staff members of the PI support team.

The incumbent is responsible for comprehensive pre‑award and post‑award research administration, financial management, and compliance monitoring across assigned PI portfolios. Duties include proposal development, award management, forecasting, reporting, liaison with internal and external stakeholders, and leadership in process improvement initiatives.

• 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…