- Salary
- $70k – $91k/yr
- Location
- Cambridge, MA
- Type
- Full-time
- Seniority
- Senior
- Education
- Master
- Closing date
- Today
Description
Staff Assistant, (IS-0301-9)
Application Deadline: 27 October 2026
Department: Smithsonian Astrophysical Observatory
Employment Type: Full Time
Location: Cambridge, MA
Compensation: $69,905 - $90,882 / year
Description
OPENING DATE: October 21, 2026
CLOSING DATE: October 27, 2026
SERIES/GRADE: 0301/09
TYPE OF POSITION: Trust Indefinite (Non-Federal)
DIVISION: Director's Office
LOCATION: Cambridge, MA
AREA OF CONSIDERATION: This position is open to all eligible applicants.
CLOSING DATE: October 27, 2026
SERIES/GRADE: 0301/09
TYPE OF POSITION: Trust Indefinite (Non-Federal)
DIVISION: Director's Office
LOCATION: Cambridge, MA
AREA OF CONSIDERATION: This position is open to all eligible applicants.
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.
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
This is the position of Staff Assistant, Central Engineering Department (CE), Smithsonian Astrophysical Observatory (SAO). The purpose of the position is to provide general administrative support to the Manager of Central Engineering (MCE) and Engineering Administrator (EA). The incumbent will also provide administrative support to the department’s engineering and technical staff.
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
This is the position of Staff Assistant, Central Engineering Department (CE), Smithsonian Astrophysical Observatory (SAO). The purpose of the position is to provide general administrative support to the Manager of Central Engineering (MCE) and Engineering Administrator (EA). The incumbent will also provide administrative support to the department’s engineering and technical staff.
MAJOR DUTIES
Serves as CE timekeeper. Maintains cognizance of and appropriately applies all relevant time and attendance policies and procedures. Serves as an information source to department staff on time and attendance policies and WebTA requirements. Reviews employees’ entries into WebTA for consistency with project allocations in Smartsheetsbring to the attention of the PMO and the EA discrepancies between those and implements corrective action as directed. Updates Smartsheets for CE managed and CE OH projects.
Executes all CE procurement activity, both through the Cost Center and from CE contracts/grants. Generates requisitions in PeopleSoft, determining and applying appropriate chart fields. Makes purchase card procurements. Tracks requisitionsand orders, monitors delivery dates and expedites orders as required. Negotiates terms for returns/exchanges, generates shipping documents, and tracks items until the orders are closed. Resolves procurement related accounting issues. Monitors term requisitions for equipment leases, technical services, and maintenance; and ensure that timely and accurate renewals are processed. Maintains a calibration schedule for critical test equipment and employee certifications and independently initiates related procurement activity.
Maintains the database of all procurements by fiscal year and funding source and provides status reports to the MCE and/or EA as requested. Incorporates current and accurate costs, tracking procurement expenditures against the budgetary categories and funding levels established in the CE burden rate submission in a way that can be dynamically linked to burden rate monitoring reports. Utilizers Concur to prepare travel authorizations for technical staff. Independently resolves travel-related software and accounting issues with the appropriate SAO staff members. Maintains adequate stock of essential office, computer, lab, and safety supplies, anticipating departmental requirements and initiating procurement before stock is exhausted. Generate proposals for CE Principal Investigators. Serves the property custodian for the department. Maintains a database of CE property and takes the lead in the annual audit.
Manages calendars, schedules, and meeting coordination for senior leadership. Ensure officials are fully briefed and prepared for meetings, events, and engagements. Tracks deadlines, commitments, and followup actions to ensure timely completion. Coordinates travel arrangements and prepare itineraries.
Serves as a primary point of contact for internal and external stakeholders. Screens, triages, and responds to inquiries, requests, and correspondence. Drafts briefing memos, emails, summaries, and meeting notes. Ensures communications are accurate, timely, and aligned with leadership priorities.
Conducts research on broad topic areas to support decisionmaking. Maintains files, databases, and tracking systems. Prepares reports, presentations, and documentation supporting program operations. Ensure compliance with administrative policies and procedures.
Organizes meeting coordination, prepares materials, and ensures smooth execution. Delegates tasks and issues to appropriate staff as directed by leadership. Monitors progress on assigned actions and provide updates.
Performs other duties as assigned.
QUALIFICATION REQUIREMENTS
Basic Requirements:
Experience: One year of specialized experience equivalent to at least the Grade 7 level in the normal progression for this occupation that has equipped the candidate with the particular knowledge, skills, and abilities to perform the duties of the position successfully. The experience may include activities such as those described above.
OR
Education: master's or equivalent graduate degree or two full years of progressively higher-level graduate education leading to a master's or equivalent degree related to the position may be substituted to meet the experience requirements.
OR
Combination of Experience and Education: Education and experience may be combined to meet the basic qualifications.
Knowledge, Skills, and Abilities required
Experience: One year of specialized experience equivalent to at least the Grade 7 level in the normal progression for this occupation that has equipped the candidate with the particular knowledge, skills, and abilities to perform the duties of the position successfully. The experience may include activities such as those described above.
OR
Education: master's or equivalent graduate degree or two full years of progressively higher-level graduate education leading to a master's or equivalent degree related to the position may be substituted to meet the experience requirements.
OR
Combination of Experience and Education: Education and experience may be combined to meet the basic qualifications.
Knowledge, Skills, and Abilities required
- Knowledge of general administrative practices and the ability to organize the flow of work through a busy administrative office, to prioritize effectively so as to meet critical deadlines, to execute multiple unrelated assignments simultaneously, flexibility, and the ability to work efficiently in an environment in which processes, procedures, and task parameters may be changed repeatedly.
- Knowledge of computerized programs, such as PeopleSoft financials, WebTA, Concur, and Microsoft applications and the SAO policies and practices associated with them.
- Strong interpersonal, organizational, oral, and written communication skills, and the ability to exercise tact in communicating potentially contentious information; to manage confidential or sensitive material and situations with discretion and mature judgment. Knowledge of grammar, spelling, punctuation, and standard business correspondence format to ensure accuracy of documents.
- Extensive knowledge of SAO and CE procurement and property management policies and procedures, and a basic understanding of SAO and CE Cost Center funds accounting procedures.
- Ability to deal with all levels of employees and organizations both within and outside SAO.
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.
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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 [email protected]. 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 provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact [email protected]. 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 Astrophysical Observatory is an equal opportunity employer. Please visit the SAO website at http://www.cfa.harvard.edu/
Skills
ComplianceProcurement