Administration, Finance, and Operations Manager; Administrative Specialist

Final date to receive applications: 16 February 2026

Department: Smithsonian Astrophysical Observatory

Location: Cambridge, MA

Compensation: $101,375 - $118,272 / year

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.

The purpose of this position is to provide senior-level administrative, financial, and operational leadership to the Office of the Director, supporting the SAO Director, Deputy Director, Chief Operating Officer (COO), and other members of the CfA Executive Management team.

• Serve as a senior administrative advisor providing direct support to the Office of the Director, in close coordination with the Chief Operating Officer, Deputy Director, and Executive Management team.
• Manage day-to-day administrative operations supporting the COO and the Office of the Director, serving as a central coordination point across SAO divisions, CfA leadership, Harvard University offices, and Smithsonian stakeholders.
• Oversee administrative policies, internal controls, and business processes to ensure compliance with SAO and Smithsonian requirements.
• Lead development, execution, and oversight of trust and federal budgets supporting the COO and Director’s Office, including financial planning, analysis, and expenditure authorization.
• Coordinate operational planning, facilities and logistical support, and service contracts aligned with leadership priorities.
• Provide senior-level oversight of contracting and procurement actions supporting executive initiatives.
• Oversee human resources administration and review of sensitive or high-impact personnel actions routed through the COO and Director’s Office.
• Coordinate executive committees, high-profile visits, special projects, and institutional liaison activities.

Basic Requirements: Minimum of one year specialized experience equivalent to at least grade 11 that is close or similar to the work of this position. Specialized experience would include supporting administrative operations and policies, as well as budget formulation and analysis.
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.

For information on qualification requirements, see Qualification Standards Handbook for General Schedule Positions, viewable on the web at https://(Use the "Apply for this Job" box below)./

Knowledge, Skills, and Abilities required:

• Advanced understanding of administrative and fiscal management, including budgeting, financial analysis, and internal controls across multiple funding sources.
• Strong grasp of Federal, Smithsonian, and Harvard administrative requirements related to procurement, contracting, human resources administration, program evaluation, and travel.
• Proven capacity to analyze complex administrative, financial, and operational issues and develop integrated, practical solutions.
• Demonstrated effectiveness advising senior leadership and developing recommendations that influence program direction and institutional outcomes.
• Experience leading projects and improving administrative processes in complex organizational environments.
• Ability to plan, prioritize, and execute work independently under broad administrative direction.
• Demonstrated success building effective working relationships and navigating issues with senior leaders, government agencies, academic institutions, and external partners.
• Clear, concise communicator able to convey complex information to executive audiences.
• Sound judgment and discretion in handling sensitive or high-impact matters.

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…