This is the position of Administrative Specialist, for the Submillimeter Array (SMA), Radio and Geoastronomy Division of the Smithsonian Astrophysical Observatory, Hilo, Hawaii. The SMA is an array of eight 6- meter diameter radio telescopes operating throughout the 1.3mm and 0.86 mm atmospheric windows (190-380 GHz). The Submillimeter Array (SMA) is a unique astronomical instrument designed to observe at frequencies from 230 GHz to 860 GHz with superconducting receivers.

Duties

Provides specialized administrative and budgetary support in a wide variety of areas to the Submillimeter Array of the Smithsonian Astrophysical Observatory. Support for the Submillimeter Array (SMA) currently consists of two offices located in Cambridge, MA, and Hilo, HI with approximately 60 employees (including federal, trust, contractors, post docs, students, interns, etc.) with an annual operating budget of approximately 7.5 million dollars. Coordinates all administrative matters for the SAO SMA group. This includes elements typical for a scientific and technical research group: personnel, travel, procurement, property, proposal generation and submission, communication, meeting logistics, and budget tracking.  Serves as approving official for all commitments, travel authorizations, purchase requisitions, government bills of lading, stipend forms, etc. against SMA funds.  Conducts the planning and preparation of SMA’s budgets for Smithsonian Federal, and Trust funds. Analyzes project expenditures and develops budgets covering estimated requirements for materials, services and supplies for the balance of the year. Makes budgetary recommendations to SMA Director based upon historical analysis of project expenses. Prepares budget draft, formats and documents final proposals. Makes comparisons of estimated expenses against actual balances, identifying variances, and either initiating corrective action or advising SMA Director as appropriate. Generates Central Engineering (CE) annual cost estimates for SMA’s planning purposes for use in preparing proposals to internal funding sources, as well as to advise CE of SMA’s labor requirements.  Participates in both short and long-term planning activities with SMA Director including staffing, equipment, space, and construction/maintenance projections. Researches, compiles and summarizes data concerning personnel salaries and related expenses and similar information needed for formulation of budget estimates. Manages the purchasing/contracting/expediting activities for SMA incompliance with SI and other government agencies as required. Procures a variety of items and services including hardware and software, specialized research, laboratory, scientific/technical materials, construction materials, components used in scientific or research and development type projects such as radar, microwave, communications or other automated/mechanical/electronics-based systems and other services. Serves as the administrative expert in purchasing/contracting procedures and regulations and provides guidance and recommendations to SMA Director and SMA staff scientists/engineers on the requirements of large, complicated scientific/construction procurements including development of statements of work and recommendation of best procurement approach. Active in the organizational planning, the preparation of personnel actions and position descriptions which apply to the SMA of approximately 60 staff divided among SAO Federal, Trust, Harvard University employees and post docs. Initiates required paperwork and follow-up for all personnel actions affecting SMA staff. Provides assistance, training and guidance to other SMA administrative staff on policies and procedures for financial, travel and personnel transactions for the SMA, and other issues as required.

Requirements

• Pre- and post-appointment background investigation
• May be required to serve a one-year probationary period.
• U.S. citizenship
• Males born after 12/31/59 must be registered with Selective Service.
• Maintain a Bank Account for Direct Deposit/Electronic Transfer
• Employees in Hawaii receive a COLA of 3.5%

Qualifications

Minimum of one year specialized experience (Federal or otherwise) equivalent to at least grade 11 that is close or similar to the work of this position.  Specialized experience would include activities such as Federal budgeting, contract administration, proposal preparation, program evaluation, personnel administration, procurement, financial administration, travel and general administrative support to a complex facility.   OR Ph.D. or equivalent doctoral degree. OR 3 full years of progressively higher level graduate education leading to such a degree. OR a 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/general-schedule-qualification-standards/0300/miscellaneous-administration-and-program-series-0301/ 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

This position does not have an education qualification requirement.

Contacts

• Address SMITHSONIAN Human Resources 60 Garden Street Cambridge, MA 02138 Mail Stop 17 Cambridge, Massachusetts 02138 United States
• Name: Judy Gallagher
• Phone: 617-495-7374
• Email: [email protected]