Research Administration Specialist

Research Administration Specialist, (IS-1101-12)

Department: Smithsonian Astrophysical Observatory

Location: Cambridge, MA

Compensation: $100,371 - $130,488 / year

Final date to receive applications: 22 January 2026

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. Trust employees have their own benefit program, which may include health, dental & vision insurance, life insurance, commuter benefits, election of a 403(b) retirement plan and other benefits provided by the Smithsonian.

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 and involves independent judgment, ensuring compliance with federal and sponsor requirements, and providing oversight and guidance to junior staff members of the PI support team.

• 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.
  • Position is open to all candidates eligible to work in the United States.
  • Applicants must meet all qualification and eligibility requirements within 30 days of the closing date of the announcement.
• Proposal Development and Pre‑Award Administration:
  • Collaborate with PIs to develop, review, and submit proposals for both federal and non‑federal sponsors.
  • Prepare, review, and advise on budgets, budget justifications, under‑recovery, use of institutional resources, and sponsor forms.
  • Ensure compliance with Smithsonian, federal, and sponsor requirements before submission.
  • Coordinate with Research Administrative Services (RAS) reviewers to route proposals and make adjustments as needed on the prescribed timelines.
  • Advise PIs on pre‑award requirements, including cost allowability, indirect cost recovery, and sponsor restrictions.
  • Anticipate and resolve issues that could delay or compromise submission.
• Award and Post‑Award Management:
  • Establish and manage project accounts for federal, trust, and sponsored awards.
  • Review and approve financial transactions for compliance.
  • Oversee award set‑ups, closeouts, extensions, and required reports.
  • Track and address account overruns; reallocate charges as appropriate.
  • Manage payroll and personnel actions, including salary distributions, changes to appointments, promotions, new hires, renewals, and reappointments.
  • Prepare spending plans, account projections, and financial status reports for assigned PIs.
• Financial Oversight and Compliance:
  • Review monthly and quarterly expenses for certification, including salary expenses.
  • Monitor and enforce compliance with sponsor terms, OMB circulars, GAAP, and Smithsonian directives.
  • Review internal controls, variance analyses, and ensure the allowability of costs.
  • Manage sub‑awards, cost sharing, and subcontracts for assigned PI portfolios.
  • Support internal and external audits and escalates complex matters to senior leadership as needed.
  • Ensure institutional policies are implemented consistently across PI portfolios.
• Budgeting, Forecasting, and Analysis:
  • Prepare monthly account projections and multi‑year budget forecasts by PI.
  • Provide financial forecasts to PIs, Budget and Financial Services (BFS), and leadership.
  • Conduct variance analysis, trend analysis, and identify risks and opportunities.
  • Develop financial modeling and fiscal management studies to support decision‑making.
  • Track and forecast 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.
  • Contribute to long‑range financial planning and forecasting across PI portfolios.
• Collaboration and Liaison:
  • Serve as liaison with internal and external offices, including HR, BOS,…