Research Administrative Services Supervisor

Research Administrative Services Supervisor (IS-1102-14)

Smithsonian Astrophysical Observatory (SAO) – Cambridge, MA

Compensation: $141,041 – $183,353 / year

Final date to receive applications: 5 February 2026

Lead the Research Administration Services office, managing sponsored research activities, grant administration, and external relations for SAO. Oversee a staff of ten professionals and coordinate pre‑ and post‑award program functions for national and international funding agencies, including NASA.

• Oversee program staff responsible for submitting and managing over 200 research proposals representing more than $90M in annual research expenditures.
• Develop and disseminate funding opportunity information from government agencies, foundations, and industry partners.
• Coordinate pre‑award program functions, including proposal review, submission, and sponsor coordination for a variety of federal, state, and non‑federal sponsors.
• Manage post‑award functions, monitoring grant budgets, providing account information, and reviewing account setups for no‑cost extensions and budget information.
• Administer and close out contracts, grants, cooperative agreements, and other award types, ensuring compliance with procurement policies and delegation of authority.
• Monitor award financial reports, invoices, and complete financial close‑out procedures, ensuring sponsor and governing board requirements are met.

• Human resources management of section staff, including interviewing, hiring, performance review, and disciplinary actions.
• Prepare and disseminate guidance material to SAO personnel to clarify regulatory requirements and policy changes.
• Maintain communication with Division Administrators, Program Managers, and Department Leaders regarding research administration services excellence.
• Provide expertise to SAO Executive Leadership in developing sponsored research policies and procedures.

Basic Requirements:

• At least 4 years of experience in contracting or related positions, with at least 1 year at a level equivalent to grade 13.
• Bachelor’s degree in accounting, business, finance, law, contracts, purchasing, economics, industrial management, marketing, quantitative methods, or organization and management.

Knowledge, Skills, and Abilities:

• Comprehensive knowledge of contracting and subcontracting laws and regulations applicable to space science and astronomical research.
• Experience in federal grant and contract administration and proposal preparation, including Grants.gov.
• Expertise in procurement regulations, complex acquisitions, and cost accounting.
• Strong negotiation and contract modification skills for pre‑ and post‑award phases.
• Excellent written and verbal communication, with ability to draft guidelines and provide training.
• Analytical skills for reviewing audit reports and compliance materials.
• Ability to supervise, motivate, and manage staff effectively in a deadline‑driven environment.

Other Requirements:

• Pass required background check and investigation.
• Complete probationary period if applicable.
• Maintain bank account for direct deposit.
• Eligibility to work in the United States, proof not required for application.

The Smithsonian Institution is an equal opportunity employer committed to diversity and inclusion. The Smithsonian Astrophysical Observatory provides reasonable accommodation to applicants with disabilities. For accommodation requests, contact hrvard.edu.

• Visit the Smithsonian EEO program: https://(Use the "Apply for this Job" box below).
• Review the Smithsonian Accommodation Procedures: https:// Disabilities

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