Research Administration Specialist, IS-1101-12

Job Description

Job DescriptionDescriptionOPENING DATE: November 18, 2025
CLOSING DATE: December 18, 2025
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.
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
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.


MAJOR DUTIES 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.
Proposal Development and Pre-Award Administration

• 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 with Smithsonian, federal, and sponsor requirements before submission.
• Coordinates with Research Administrative Services (RAS) reviewers to route proposals and make adjustments as needed on the prescribed timelines.
• Advises PIs on pre-award requirements, including cost allowability, indirect cost recovery, and sponsor restrictions.
• Anticipates and resolves issues that could delay or compromise submission.

Award and Post-Award Management

• Establishes and manages project accounts for federal, trust, and sponsored awards.
• Reviews and approves financial transactions for compliance.
• Oversees award set-ups, closeouts, extensions, and required reports.
• Tracks and addresses account overruns; reallocates charges as appropriate.
• Manages payroll and personnel actions, including salary distributions, changes to appointments, promotions, new hires, renewals, and reappointments.
• Prepares spending plans, account projections, and financial status reports for assigned PIs.

Financial Oversight and Compliance

• Reviews monthly and quarterly expenses for certification, including salary expenses.
• Monitors and enforces compliance with sponsor terms, OMB circulars, GAAP, and Smithsonian directives.
• Reviews internal controls, variance analyses, and ensures the allowability of costs.
• Manages subawards, cost sharing, and subcontracts for assigned PI portfolios.
• Supports internal and external audits and escalates complex matters to senior leadership as needed.
• Ensures institutional policies are implemented consistently across PI portfolios.

Budgeting, Forecasting, and Analysis

• Prepares monthly account projections and multi-year budget forecasts by PI.
• Provides financial forecasts to PIs, Budget and Financial Services (BFS), and leadership.
• Conduct variance analysis, trend analysis, and identify risks and opportunities.
• Develops and conducts financial modeling and fiscal management studies to support decision-making.
• Tracks and forecasts multi-year budgets at PI and project levels.
• Collaborate with Business Operations Services (BOS) and other system offices to design reporting tools for evaluating budgets and spending.
• Contributes to long-range financial planning and forecasting across PI portfolios.

Collaboration and Liaison

• Serves as liaison with internal and external offices, including Human Resources (HR), BOS, Procurement, Contracts, Property (PCP), (BFS), RAS, and sponsors.
• Collaborates with PI support teams and administrative colleagues across SAO.
• Provides authoritative guidance to PIs, staff, and junior administrators on financial and administrative matters.
• Coordinates financial input across PI support teams to ensure consistent and accurate reporting.
• Represents the PI support team in meetings with central administration and sponsors.

Leadership and Continuous Improvement

• Provides oversight, mentorship, and training to junior members of the PI support team.
• Participate in cross-functional teams to improve research administration and fiscal management.
• Contributes to the development and refinement of financial procedures and administrative processes.
• Implement process improvements to strengthen the team-based PI support model.
• Ensure proactive risk management and address project risks before they impact research.
• Maintains expert knowledge of evolving sponsor regulations, OMB guidance, and Smithsonian policies.

Other Duties as Assigned

• Performs additional administrative, financial, or research operations tasks as directed by management to support the mission of the Smithsonian Astrophysical Observatory

QUALIFICATION REQUIREMENTSBasic Requirements:
Candidates must possess at least one year of specialized experience at or above the grade 11 level in a similar position, such as experience managing pre- and post-award research administration, including developing proposals and budgets.

Factor 1 – Knowledge Required by the Position

• Expert knowledge of federal regulations, OMB guidance, and sponsor policies governing sponsored research administration, including independent management of both pre-award and post-award administration.
• Advanced knowledge and skill in applying accounting, budgeting, and financial reporting principles for multi-sponsor, multi-year Principal Investigator (PI) portfolios.
• Skill in applying acquisition regulations (FAR), cost analysis, audit requirements, proposal strategy, and negotiation practices.
• Comprehensive knowledge of Smithsonian policies, federal cost principles (Uniform Guidance, OMB Circulars), and sponsor systems (e.g., NSF Research.gov, NASA NSPIRES, NIH eRA Commons).
• Proficiency with Smithsonian business systems and common accounting tools (PeopleSoft, webTA, ServiceNow, SAM.gov, Concur, MS Office), with the ability to diagnose and resolve complex system errors.
• Skill in analyzing financial data, preparing projections, reconciling accounts, and advising PIs and institutional leadership on strategic, financial, and compliance decisions.
• Ability to interpret and reconcile conflicting or incomplete guidance and independently develop compliant, practical solutions to complex administrative and fiscal issues.
• Demonstrated ability to supervise and mentor staff, set performance standards, and develop training resources to strengthen team capability.

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 Astrophysical Observatory is an equal opportunity employer. Please visit the SAO website at http://www.cfa.harvard.edu/