Administration, Finance, and Operations Manager (Administrative Specialist)

Job Description

Job DescriptionDescriptionOPENING DATE: January 16, 2026
CLOSING DATE: February 16, 2026
SERIES/GRADE: IS-301-12
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.
What are Trust Fund Positions?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).
Conditions of Employment

• 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.

OVERVIEWINTRODUCTION
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
This position is that of Manager for Administration, Finance, and Operations at the Smithsonian Astrophysical Observatory (SAO). SAO is part of a joint institution known as the Center for Astrophysics | Harvard & Smithsonian (CfA), in conjunction with the Harvard College Observatory (HCO). SAO is a diverse astrophysical institution in which more than 600 scientists are engaged in a broad program of research in astronomy, astrophysics, and Earth and space sciences.
Within the broader Smithsonian mission, SAO scientists are dedicated to increasing knowledge of the physical processes that shape the natural world and to disseminating this knowledge to the scientific community, teachers and students, and the public.

SAO is internationally recognized for leadership in the scientific exploration of the universe. Its programs range from ground-based and space-based astronomy and astrophysics research to the engineering and development of major scientific instrumentation for space launch and large ground-based facilities, and research designed to improve science education. SAO’s research objectives are conducted primarily with support from Government and Smithsonian Institution funds, with additional philanthropic support.

The purpose of this position is to provide senior-level administrative, financial, and operational leadership to the Office of the Director, supporting the SAO Director, Deputy Director, Chief Operating Officer (COO), and other members of the CfA Executive Management team.
MAJOR DUTIES

• Serve as a senior administrative advisor providing direct support to the Office of the Director, in close coordination with the Chief Operating Officer, Deputy Director, and Executive Management team.
• Manage day-to-day administrative operations supporting the COO and the Office of the Director, serving as a central coordination point across SAO divisions, CfA leadership, Harvard University offices, and Smithsonian stakeholders.
• Oversee administrative policies, internal controls, and business processes to ensure compliance with SAO and Smithsonian requirements.
• Lead development, execution, and oversight of trust and federal budgets supporting the COO and Director’s Office, including financial planning, analysis, and expenditure authorization.
• Coordinate operational planning, facilities and logistical support, and service contracts aligned with leadership priorities.
• Provide senior-level oversight of contracting and procurement actions supporting executive initiatives.
• Oversee human resources administration and review of sensitive or high-impact personnel actions routed through the COO and Director’s Office.
• Coordinate executive committees, high-profile visits, special projects, and institutional liaison activities.

QUALIFICATION REQUIREMENTSBasic Requirements:
Minimum of one year specialized experience equivalent to at least grade 11 that is close or similar to the work of this position. Specialized experience would include supporting administrative operations and policies, as well as budget formulation and analysis.ORPh.D. or equivalent doctoral degree.OR3 full years of progressively higher-level graduate education leading to such a degree.ORa combination of education and experience.

For information on qualification requirements, see Qualification Standards Handbook for General Schedule Positions, viewable on the web at https://www.opm.gov/policy-data-oversight/classification-qualifications…Knowledge, Skills, and Abilities required:

• Advanced understanding of administrative and fiscal management, including budgeting, financial analysis, and internal controls across multiple funding sources.
• Strong grasp of Federal, Smithsonian, and Harvard administrative requirements related to procurement, contracting, human resources administration, program evaluation, and travel.
• Proven capacity to analyze complex administrative, financial, and operational issues and develop integrated, practical solutions.
• Demonstrated effectiveness advising senior leadership and developing recommendations that influence program direction and institutional outcomes.
• Experience leading projects and improving administrative processes in complex organizational environments.
• Ability to plan, prioritize, and execute work independently under broad administrative direction.
• Demonstrated success building effective working relationships and navigating issues with senior leaders, government agencies, academic institutions, and external partners.
• Clear, concise communicator able to convey complex information to executive audiences.
• Sound judgment and discretion in handling sensitive or high-impact matters.

Education completed outside the United States must be deemed equivalent to higher education programs of U.S. Institutions by an organization that specializes in the interpretation of foreign educational credentials. This documentation is the responsibility of the applicant and should be included as part of your application package. Any false statement in your application may result in rejection of your application and may also result in termination after employment begins. Join us in "Inspiring Generations through Knowledge and Discovery."
Resumes should include a description of your paid and non-paid work experience that is related to this job; starting and ending dates of job (month and year); and average number of hours worked per week.

What To Expect Next: Once the vacancy announcement closes, a review of your resume will be compared against the qualification and experience requirements related to this job. After review of applicant resumes is complete, qualified candidates will be referred to the hiring manager. Relocation expenses are not paid.

The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact hr@cfa.harvard.edu. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. To learn more, please review the Smithsonian’s Accommodation Procedures. The Smithsonian Institution is an Equal Opportunity Employer. We believe that a workforce comprising a variety of educational, cultural, and experiential backgrounds support and enhance our daily work life and contribute to the richness of our exhibitions and programs. See Smithsonian EEO program information: https://www.si.edu/oeo.
The Smithsonian Astrophysical Observatory is an equal opportunity employer. Please visit the SAO website at http://www.cfa.harvard.edu/