Administrative Specialist (Academic Appointments), IS-0301-11

Job Description

Job Description:\n\nDescription \nOPENING DATE: September 25, 2026 CLOSING DATE: October 23, 2026 SERIES/GRADE: IS-0301-11 TYPE OF POSITION: Trust Indefinite (Non-Federal)DIVISION: SAO Human ResourcesLOCATION: Cambridge, MAAREA OF CONSIDERATION: This position is open to all eligible candidates.SAO is unable to provide sponsorship for this position. 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\nPass Pre-employment Background Check and Subsequent Background Investigation, as required.\nComplete a Probationary Period if applicable. \nMaintain a Bank Account for Direct Deposit/Electronic Transfer.\nThe 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.\nApplicants must meet all qualification and eligibility requirements within 30 days of the closing date of this announcement. \n OVERVIEW \nINTRODUCTIONThe 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. SUMMARYThe Smithsonian Astrophysical Observatory is seeking a meticulous and initiative-taking Administrative Specialist for Human Resources to manage the Early Career Researcher (ECR) Programs and support various Human Resources processes at SAO. The incumbent is responsible for managing the full life cycle of internship, fellowship, and academic appointments for interns, postdoctoral, predoctoral, visiting students, visiting scientists, and other short-term research personnel.\n This position involves a wide variety of sensitive, personally identifiable, information. The employee must maintain a prominent level of confidentiality in fulfilling the responsibilities of the position and must foster a culture of confidentiality among others who oversee such information.\n MAJOR DUTIES Manages the day-to-day operations of ECR programs, and provide support to the human resources function, including scheduling meetings and appointments, organizing and maintaining files, and handling correspondence. Function as the point of contact between executives and internal/external stakeholders. Responds to difficult issues involving complex problems and/or concerns and recommends solutions and alternative approaches.\n Respond to and initiate inquiries (questions regarding personnel, facilities, administration, specialized programs, etc.) Explain policies, answer questions, and independently resolve problems whenever feasible. Prepare presentation materials for use by others, editing content and adding appropriate graphic and design elements. These responsibilities may include creating basic web content. Compose and/or prepare correspondence, memoranda, promotional materials, forms, newsletters, manuals, and reports using appropriate word processing and spreadsheet tools. Perform basic statistical calculations on data for reports and presentations. Plan, prioritize and schedule meetings.\n Assist with grant proposals and serve as a resource for information related to the administration of grants and contracts. Perform specialized administrative duties required to support the specific program area, using discretion to make judgments based on operating guidelines. Support purchasing requirements for department, researching items, and obtaining price quotes, entering information into university systems, receiving purchase orders, and maintaining P-Card information as required. Support human resource and payroll processes as a primary contact or backup for payroll preparation or certification, leave tracking, appointment papers, and other requirements. Arrange and coordinate travel and travel reimbursement for staff. Compile and maintain information that may require web or library researching, gathering, compiling, and updating data and records. Perform other administrative duties as required to support the mission and function of the office.\n Organize and maintain filing systems, including electronic and hard copy documents. Process and track invoices, purchase orders, and other financial documents as required. Organize and facilitate company events and meetings. Coordinate with other departments to ensure seamless operations. Oversee confidential and sensitive information with discretion. Conduct research and compile data for various projects. Organize a filing system for important and confidential company documents. Answer queries by employees and clients. Maintain a company calendar and schedule appointments. Distribute and store correspondence (e.g., letters, emails, and packages). Prepare reports and presentations with statistical data, as assigned. Schedule in-house and external events. \n \nProgram & Fellowship Administration:\n Support the recruitment and selection process for ECRs including posting program information, reviewing applications, coordinating interviews, and sending offers and award letters. Manage the relationship between HCO and SAO for the Harvard Du Bois Scholars program. Support the CfA Prize Fellowships annual review process. Remain continually up to date with SAO, SI, and Harvard University policies for managing postdocs, predoctoral fellows, visiting scientists, and interns. Process new academic appointment requests and coordinate approvals with relevant divisions.\n Provide administrative support for the SAO J-visa program. Partner with HR leadership on building out J visa programming for international scholars. Support the work authorization and visa document administration process.\n \nStipend, Budget & Financial Management, Benefits & Insurance Administration:\n Manage and approve stipend sheets/requisitions for monthly stipends, advance payments, and miscellaneous stipends (e.g., relocation, travel, private insurance). Confirm and maintain stipend schedules for all programs. Update and distribute hourly/monthly/yearly rates for various appointment types. Review awards, stipends, and allowances compared to peer institutions to ensure competitiveness and identify improvement opportunities. Ensure academic appointments are paid in a timely and accurate manner. Provide reports to division administrators and SAO leadership on stipends, budgets, and payments. Assist ECRs in developing and managing professional budgets, including tracking expenses and travel support. Enroll and disenroll ECRs in health and dental insurance. Reconcile monthly invoices for health and dental insurance and keep SAO budget and finance department aware of changes in premiums. Serve as liaison to insurance providers (HPHC and Delta Dental). Provide insurance reports as needed.\n \nTax, Vendor, Compliance Management, Onboarding & Personnel Coordination:\n Approve tax calculation forms. Coordinate with ECRs on their tax status, perform substantial presence test, verify treaty eligibility, and details for their year-end tax reporting. Approve vendor documentation and coordinate vendor record creation with FM-Vendor. Consult with SI regarding ECRs from countries of concern for SI review and approval. Manage onboarding process for each ECR and coordinate across departments. Manage pre-employment background investigations and provide progress reports. Coordinate the creation of HUIDs, Harvard Keys, and Harvard/SAO badges with Harvard. Maintain the ECR database with accurate, current information. Develop division-specific orientation materials including first-day check-ins. Enroll ECRs in required training sessions. Serve as primary contact for ECR questions; schedule meetings as needed. Manage Harvard Housing contracts, individual housing needs, and organize room assignments.\n \nCommunications/ Event Planning & Program Support:\n Prepare updates for newsletters and CfA communication channels. Regularly update CfA ECR website and intranet content. Consult with SI to ensure SAO programs and ECRs are included in the Smithsonian Online Academic Appointments system (SOLAA). Plan and execute a range of ECR events including orientation sessions, professional development workshops, colloquia, symposiums, and social events. Manage event coordination including event schedules, catering, RSVPs, presentations, tracking expenses, and post-event reporting.\n \n Records Management/ Contacts:\n Maintain accurate data on current and former fellows. Track professional career paths of former ECRs for longitudinal analysis. Generate various reports on onboarding, stipend, tax, visas, insurance, and other ECR data as requested. Organize internal meetings, take notes, and distribute meeting reminders. SAO internal departments and division administrators, external insurance providers, SI OCIO, SI OHR, SI Personnel Security, SI OAAI, Harvard Housing.\n Performs other duties as assigned.\n QUALIFICATION REQUIREMENTS \nBasic Requirements: Minimum of one year of specialized experience equivalent to at least grade 9 in the normal line of progression for this occupation. Specialized experience is experience that has equipped the applicant with the particular competencies/knowledge, skills, and abilities to successfully perform the duties of the position, such as coordinating onboarding and administrative processes for academic appointments, fellowships, internships, or similar programs; processing and tracking appointment documentation; responding to inquiries regarding established policies and procedures; maintaining program records; and coordinating required approvals and other administrative actions. 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.\n \nKnowledge, Skills, and Abilities required:\nExcellent organizational and multitasking abilities\nEffective communication and people skills.\nSkill and knowledge in Microsoft Office Suite and other relevant software.\nGeneral Knowledge and skill of office management procedures and basic accounting principles.\nMindfulness and critical thinking skills.\nAbility to work independently and as part of a team.\nImpressive knowledge and proficiency in MS Office (Word, Excel, PowerPoint).\nExcellent verbal and written communication skills.\nAbility to work independently with minimal supervision.\nKnowledge of office management systems and procedures.\nCustomer service orientation and negotiation skills.\n\n 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 View email address on ziprecruiter.com. 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