The Division Administrator will manage all the non-scientific aspects of the Division’s broad program of astrophysical research, and specifically to administer its sponsored project, human resources, and financial functions; supervise its administrative staff; provide effective administrative liaison within SAO and to HCO; and support the Division Chair (DC) and other Observatory senior management in long-range planning and special projects as assigned.

Duties

Participates with the R&G Division Chair and Division senior scientists in both near and long-term Division and project planning; including staffing, funding, space, and other resources’ requirements. Coordinates with both SAO and HCO management and administrative staff to optimize Division operations. Manages all aspects of the Division’s internally and externally funded sponsored project activities. Plans and develops the process for proposals to external funding agencies. Maintains cognizance of the proposal and award administration requirements of relevant funding agencies such as NSF and NASA so as to serve as an expert resource to Division scientists. Advises PI’s in the development of project budgets and schedules. Coordinates proposal preparation. Prepares budgets and related justifications and ensures that all internal review documentation requirements and deadlines for submission are satisfied. Administers awards. Manages budgets, approves the expenditure of funds in all categories, develops monthly forecasts, and prepares and submits financial portions of required reports. Serves as liaison with collaborating external organizations to coordinate proposal preparation and award administration and with funding agencies’ program staff as necessary. Uses SAO’s enterprise Earned Value Management (EVMS) software tools to develop and/or maintain project schedules, develop cost estimates, and generate project status reports for instrument development projects as required. Has full responsibility for the practical and technical aspects of the Division’s budget. Develops the plan and prepares the annual research and Division operations proposals for Smithsonian Federal and Trust Funds; formulating, justifying, and executing both long- and short-range budgets independently. Restructures budget allocations or work plans in response to changing situations, including changes in Divisional scientific priorities or the availability or timing of funding; varying costs for equipment, supplies, or services etc. Develops processes, procedures, and associated data management organization to implement sound administrative practice. Provides the Division Chair and COO with plans, projections, and analyses for the Division regularly. Establishes and maintains controls to monitor expenses and authorizes all expenditures, including salary, services, travel, procurements, and subcontracts. Oversees Division’s personnel administration. Participates with the Division Chair and project Principal Investigators in developing short and long-range human resource needs for the Division and individual projects. Maintains extensive knowledge of personnel policies and procedures to advise Division staff, supervisors, and the Division Chair on personnel and employee relations issues. Coordinates all personnel-related activities, including recruitment, visas, relocation, performance management, promotions, salary increases and awards, training, and office and lab space allocation. Composes position descriptions for new positions and/or promotions. Coordinates submission of promotion recommendations. Provides guidance to staff and supervisors in writing or updating performance plans. Ensures that all Institutional requirements and deadlines for performance management are met. Ensures the smooth administrative functioning of the Division. Serves as an information source to scientific staff on administrative issues. Evaluates, recommends, and implements improvements to administrative procedures. Supervises, reviews tasks, sets priorities, and establishes and distributes workload to administrative support staff. The difference between the grade 13 and grade 14 is the incumbent's responsibility to independently plan and implement required activites in the areas of sponsored project administration; budget formulation, presentation, and execution; program evaluation; proposal preparation; and procurement.  At the 14 level, there is little to no supervison over assigned duties. 

Requirements

• Pre- and post-appointment background investigation
• May be required to serve a one-year probationary period.
• Maintain a Bank Account for Direct Deposit/Electronic Transfer

Qualifications

Grade 13 Experience: One year of specialized experience equivaent to at least the GS-12 in the Fedeal service or comparable system.  For the grade 13, Specialized experience is performance as an administrator in a medium to large research facility with responsibility  for budgeting, procurement, travel, and personnel actions, preparation of proposals for contracts and grants and oversight of awards, and coordination and monitoring of office/lab spaces to maintain a highly positive research environment for a diverse set of scientists, engineers, students, administrators, and other staff.  Grade 14 Experience: One year of specialized experience equivalent to at least the GS-13 level in the Federal Service or comparable system.  For the grade 14,  Specialized experience is performance as lead administrator of multiple groups and individuals conducting research in astrophysics and/or other physical sciences in a federal agency, related organization, or research institute, including responsibility for budgeting, procurement, travel, and personnel actions, preparation of proposals for contracts and grants and oversight of awards, and coordination and monitoring of office/lab infrastructure to maintain a highly positive research environment for a diverse set of scientists, engineers, students, administrators, and other staff.  Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community, student, social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.Part-time and/or unpaid experience related to this position will be considered to determine the total number of years and months of experience. Be sure to note the number of paid or unpaid hours worked each week.

Education

There is no education substitution for either the grade 13 or 14. 

Contacts

• Address SMITHSONIAN 60 Garden Street, MS17 Cambridge, Massachusetts 02138 United States
• Name: Judy Gallagher
• Phone: 6174957374
• Email: [email protected]