Research Administrative Services Supervisor, (IS-1102-14)

Company: Smithsonian Astrophysical Observatory
Location: Cambridge
Posted on: February 16, 2026

Job Description:

Job Description Job Description Description OPENING DATE: 01/05/2026 CLOSING DATE: 02/05/2026 SERIES/GRADE: IS-1102-14 TYPE OF POSITION: Trust Indefinite (Non-Federal) DIVISION: Research Administrative Services 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. This role is on-site, with flexibility in scheduling and limited ad hoc telework to support work–life balance. OVERVIEW INTRODUCTION 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 The Research Administrative Services lead oversees a multifaceted office, primarily responsible for properly administrating the SAO-sponsored research activity. The Incumbent is responsible for the management and overall operation of all aspects of research administration at SAO research, including 1) the submission and administration of sponsored awards, 2) compliance, 3) cost analysis, 4) subawards administration, and 5) external relations. The individual is also responsible for overseeing the execution, administration, and closeout of Chandra XRay Center [CXC] scientific observing and Einstein postdoctoral fellowship subgrants on behalf of NASA. MAJOR DUTIES Oversee a staff of ten professionals responsible for developing, submitting, and overseeing sponsored awards at SAO, including more than 200 proposals worth over $90M in annual research expenditures. Oversee research proposal development by proactively seeking and disseminating information about potential funding opportunities from various sources, including government agencies, foundations, and industry partners. Responsible for pre-award sponsored program functions at SAO, including coordination, review, and submission of all proposals to a variety of sponsors, e.g., Federal government agencies, Federally Funded Research and Development Centers educational institutions, nonprofit organizations, private foundations, and for-profit companies. Responsible for post-award sponsored program functions at SAO, monitoring of grant budgets, providing projections, and providing faculty with account information and requests. The grant administrator will review account setups, request no-cost extensions, and provide budget information. Oversee the administration and closeout of contracts, grants, cooperative agreements, and other awards from SAO's sponsors. Ensure that the management and administration of sub-awards involving funds from incoming contracts and grants comply with applicable SI procurement policies and procedures and the delegation of procurement authority issued by the Director, Office of Contracting and Personal Property Management (SI OCon&PPM). Monitor the accounts and records necessary to administer Government financial and non-government contracts and grants and the revenues and expenses associated with awards, including issuing sponsor-required financial reports and invoices and completing financial close-out procedures. Establish procedures for reviewing accounting data to ensure compliance with sponsor requirements and collaboration with fund administrators to manage financial resources with the award agreement (Funds 802 and 803). Supervisory and Other Duties Provides overall human resources management to staff in the section, including interviewing and hiring new team members developing performance standards; reviewing performance, recommending performance awards; recommending and taking necessary disciplinary action. Oversees preparation and dissemination of guidance material to all key SAO personnel to inform, clarify, and explain significant regulatory requirements, policies, procedures, and associated changes. Maintain communications with all Division Administrators, Program Managers, and Department Leaders within SAO regarding their satisfaction with Research Administration Services. Provide expertise to the SAO Executive Leadership team in developing policies and procedures governing our sponsored research enterprise. QUALIFICATION REQUIREMENTS Basic Requirements: A. Completion of all mandatory training prescribed by the head of the agency for progression to grade 13 or higher-level contracting positions, including at least 4 years of experience in contracting or related positions. At least 1 year of that experience must have been specialized experience at or equivalent to work at the grade 13 level, and must have provided the knowledge, skills, and abilities to successfully perform the work of the position as described below. and B. A 4-year course of study leading to a bachelor's degree that included or was supplemented by at least 24 semester hours in any combination of the following fields: accounting, business, finance, law, contracts, purchasing, economics, industrial management, marketing, quantitative methods, or organization and management. Knowledge, Skills, and Abilities required : Comprehensive knowledge of contracting and subcontracting laws, principles, and regulations tailored to SAO's critical systems and programs, focusing on unique scientific instrumentation for national/international space programs and advanced ground-based astronomical telescope systems. Knowledge of federal regulations and agency policies governing grant and contract administration. Extensive experience in proposal and budget preparation, including the use of electronic systems for proposal submission and research administration, including Grants.gov. In-depth expertise in procurement regulations, intricate knowledge of systems acquisition processes, technical program management, and cost accounting. Knowledge of various contract types, methods, and selection factors to strategically procure complex requirements during pre-award and post-award phases. Mastery of negotiation techniques, leading pre-negotiation strategies, conducting system acquisition negotiations, and directing post-award contract modifications. Understanding SAO’s program objectives, technical jargon, and procurement specifics. Knowledge of financial management methods to assess contractor and subcontractor compliance and performance. Exceptional verbal and written communication abilities necessary for drafting guidelines, representing the department, and conducting training. Analytical skills refined to assess audit reports, regulations, and other materials to devise departmental procedures. Ability to efficiently supervise, motivate, and oversee the work of assigned personnel. Ability to prioritize, delegate tasks, and deliver timely results in a deadline-driven environment. Demonstrated ability to establish and maintain effective working relationships with employees and program officials at all levels within SAO, with contacts at SI, contractors, and government agencies. Applicants, who wish to qualify based on 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 your application being rejected and may also result in termination after employment begins. The Smithsonian Institution values and seeks a diverse workforce. Join us in "Inspiring Generations through Knowledge and Discovery." Resume/CV 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. College Transcript should be provided if using education for qualification. 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. Commitment to Diversity, Equity, and Inclusion 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 (https://www.si.edu/OEO/IndividualswithDisabilities). The Smithsonian Institution is an Equal Opportunity Employer . To review The Smithsonian's EEO program information, please click the following: https://www.si.edu/oeo The Smithsonian Astrophysical Observatory is an equal opportunity employer committed to diversity in our workplace. Please visit the SAO website at http://www.cfa.harvard.edu/

Keywords: Smithsonian Astrophysical Observatory, Chicopee , Research Administrative Services Supervisor, (IS-1102-14), Accounting, Auditing , Cambridge, Massachusetts