Supervisory Contract Administrator(Subcontracts), IS-1102-14

Job Description

Job Description:\n\nDescription \nOPENING DATE: July 21, 2026 CLOSING DATE: September 18, 2026 SERIES/GRADE: IS-1102-14TYPE OF POSITION: Trust Indefinite (Non-Federal)DIVISION: Procurement Contracts and PropertyLOCATION: Cambridge, MA AREA OF CONSIDERATION: Open to all qualified applicants SAO is unable to provide visa 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. SUMMARYThis is the position of Supervisory Contract Specialist, which is in the Procurement, Contracts, and Property (PCP) Department of the Smithsonian Astrophysical Observatory [SAO]. The Incumbent is responsible for managing the day-to-day operations of the Subawards section, including all elements of complex procurement projects involving subcontracts and research subawards [funded via incoming contracts and grants] and contracts [funded with federally appropriated funds or other types of trust funds]. The Incumbent is responsible for pre-award and post-award functions related to procurement and sponsored project activities that are of significant importance to SAO. Procurements include major and varied technical services, scientific research, and scientific instrumentation. Incumbent is delegated authority to be determined under a formal delegation of authority. \n MAJOR DUTIES \nProvides overall supervision and operational leadership for the Subawards Section, including planning and assigning work, establishing priorities and deadlines, monitoring workflow, evaluating performance, mentoring staff, identifying training needs, supporting workforce development, and recommending personnel actions, awards, and disciplinary actions. Serves as a senior contractual advisor to SAO leadership, principal investigators, program managers, and administrative staff on subcontracting, procurement strategy, acquisition planning, sponsor compliance, contractual risk, and research administration matters involving federally funded and trust funded activities. \nPerforms subcontract, contract, and subaward planning, solicitation, negotiation, award, administration, modification, and close-out activities for complex scientific, technical, research, construction, and service-related procurements and sponsored projects of significant institutional importance. Develops acquisition and subcontracting strategies for complex projects involving multiple funding sources, collaborating institutions, scientific programs, long-range program objectives, and sponsor requirements. Reviews procurement and subcontract requests; analyzes technical and administrative requirements; develops evaluation criteria; recommends revisions to statements of work and specifications; determines appropriate procurement methods and contract types; and establishes milestones, schedules, and procurement plans. Prepares solicitation, award, and modification documentation for complex procurements and subawards, including incorporation of sponsor requirements, contractual provisions, flow-down clauses, cost accounting standards, technical proposal requirements, pricing provisions, and public posting requirements. \nLeads proposal evaluations, source selection activities, technical review processes, competitive range determinations, and negotiations involving contractors, subcontractors, collaborating institutions, and subrecipients, including pricing, schedules, terms and conditions, profit or fee arrangements, and resolution of complex contractual issues. Administers complex contracts, subcontracts, and subawards throughout the award lifecycle by monitoring technical and financial performance, reviewing expenditures and milestone payments, authorizing modifications, resolving performance and compliance issues, investigating disputes and claims, negotiating equitable adjustments and settlements, and ensuring fulfillment of contractual obligations. Conducts and documents are pre-award and post-award conferences and coordinate with scientific, technical, legal, finance, audit, property, export control, and research administration personnel regarding contractual requirements, compliance obligations, acquisition planning, and performance concerns.\nDevelops, interprets, implements, and maintains subcontracting and subaward policies, procedures, templates, monitoring tools, and internal controls consistent with FAR, Uniform Guidance, sponsor requirements, export control regulations, and Smithsonian and SAO policies. Represents SAO in interactions with federal agencies, auditors, contractors, collaborating institutions, and institutional stakeholders regarding subcontracting, procurement compliance, sponsored project administration, Contractor Purchasing System Reviews (CPSRs), Uniform Guidance audits, and related institutional reviews. Reviews completed award files to ensure all contractual, financial, administrative, reporting, property, and compliance requirements have been satisfied prior to close-out or termination and negotiates final settlements when necessary.\n Research Contracting and Subaward Program LeadershipServes as the senior advisor within SAO for subcontracting, subaward administration, and trust-funded procurement activities supporting scientific research, instrumentation development, facilities, and operations. Provides strategic guidance on acquisition and subcontracting approaches, sponsor compliance requirements, contractual risk management, and administration of complex research- related agreements. Oversees the full lifecycle of subcontracts, subawards, and trust-funded procurements supporting SAO's scientific and operational mission. Policy, Compliance, and OversightDevelops, interprets, and implements subcontracting, subaward, procurement, and research administration policies and procedures consistent with Uniform Guidance, sponsor requirements, federal regulations, Smithsonian policy, and SAO operating practices. Establishes internal controls, monitoring processes, and compliance procedures to support audit readiness and ensure appropriate stewardship of federal, trust, and sponsored project funds. Workforce Supervision and DevelopmentSupervises Contract Specialists, Procurement Analysts, and other procurement and sponsored project personnel. Assigns work, establishes priorities, evaluates performance, approves leave, identifies training needs, mentors staff, and supports professional development. Ensures staff maintain the knowledge and competencies necessary to support SAO's procurement, subcontracting, and sponsored project activities. Contract Execution and Business Advisory ServicesServes as a senior advisor to SAO leadership, principal investigators, program managers, administrative staff, and institutional partners regarding subcontracting, procurement strategy, sponsor requirements, contractual risk, research administration, and compliance matters. Resolves complex contractual and business issues involving contractors, subcontractors, collaborating institutions, and research sponsors. Stakeholder Engagement and RepresentationRepresents SAO in interactions with federal sponsors, collaborating institutions, contractors, subcontractors, auditors, Smithsonian offices, principal investigators, and other institutionalstakeholders regarding subcontracting, procurement compliance, sponsored project administration, Uniform Guidance compliance, and related operational matters. Serves as SAO's representative in high- level meetings, audits, reviews, and negotiations involving scientific collaborations, sponsored projects, procurement activities, and institutional compliance matters. Negotiates agreements, resolves contractual and compliance issues, and works with senior contractor and institutional representatives to support successful execution of SAO's scientific and operational programs. \nPerforms other duties as assigned.\n \n\n QUALIFICATION REQUIREMENTS \nBasic Requirements:Completion of all mandatory training prescribed by the head of the agency for progression to GS-13 or higher level contracting positions, including at least 4-years 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 next lower level of the position, and must have provided the knowledge, skills, and abilities to perform successfully the work of the position. And 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.\n \nKnowledge, Skills, and Abilities required:\nComprehensive knowledge of Federal Acquisition Regulation (FAR); NASA FAR Supplement (NFS); Title 2 CFR Part 200, Uniform Guidance; NASA Grant and Cooperative Agreement Handbook; National Science Foundation Proposal and Award Policies and Procedures Guide and related award conditions; sponsor- specific award requirements and flow-down provisions; and Smithsonian and SAO procurement, sponsored project, and research administration policies and procedures.\nMastery of subcontracting, subaward administration, and research acquisition principles, policies, regulations, and procedures sufficient to independently plan, negotiate, administer, and close out complex research-related contracts, subcontracts, subawards, and collaborative agreements involving scientific, technical, construction, service, and research activities funded through federal appropriations, contracts, grants, cooperative agreements, and trust funds.\nSuperior knowledge of sponsored research administration and federal research compliance requirements sufficient to oversee subrecipient monitoring activities, evaluate sponsor flow-down requirements, interpret award conditions, support audit readiness, and ensure compliance with Uniform Guidance, sponsor requirements, export control obligations, research security requirements, and institutional policies.\nExceptional knowledge of acquisition planning principles and scientific collaboration frameworks sufficient to develop subcontracting and acquisition strategies for complex multi-institutional scientific programs involving long-range project schedules, multiple funding sources, overlapping compliance requirements, and evolving technical objectives.\nMastery of contract cost and price analysis techniques sufficient to evaluate complex contractor and subrecipient proposals; analyze cost breakdowns, indirect costs, and pricing structures; establish negotiation positions; and develop recommendations regarding cost reasonableness, allowability, allocability, and financial risk.\nKnowledge and skill are sufficient to formulate negotiation strategies and independently negotiate complex contractual matters involving contractors, subcontractors, subrecipients, universities, nonprofit organizations, federal agencies, and scientific collaborators.\nKnowledge of non-procurement laws and regulations affecting research acquisitions and sponsored projects, including export control requirements, research security obligations, intellectual property considerations, and other sponsor-specific compliance frameworks.\nAbility to interpret and apply evolving regulations, policies, audit guidance, and sponsor requirements involving complex or unusual contractual and research administration matters where precedents may be limited or unavailable.\nExpert mastery of federal acquisition law, including FAR, DFARS, agency supplements, cost/priceanalysis, negotiation techniques, and contract administration for complex, highdollar, multiyear procurements.\nSkill in developing acquisition strategies, resolving protests/claims, interpreting regulatory changes, and advising senior leadership on business risk and compliance.\nKnowledge of supervisory principles to lead a professional contracting workforce, set priorities, evaluate performance, and develop staff competencies in procurement, subcontracting, sponsored project administration, and research compliance.\nAbility to communicate effectively, both orally and in writing, to develop policies and procedures; prepare guidance and contractual documentation; advise leadership and scientific personnel; conduct training; and negotiate and resolve complex contractual and compliance matters.\n Applicants, who wish to qualify based on education completed outside the United States, must be deemed equivalent to higher education programs of U.S. Instituti