Administrative Specialist (IS-0301-12) - Smithsonian Astrophysical Observatory

Description

• 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. 
• Eligible for hybrid work schedule after 6 months of employment

OVERVIEW

MAJOR DUTIES

• Coordinates all administrative matters for the SAO AMP division. This includes elements typical for a scientific and technical research group: personnel, travel, procurement, purchasing, scheduling, proposal generation and submission, communication, meeting logistics, budget tracking, and grant administration.
• Participates in the planning and preparing of research proposals for future external and internal funding for the AMP division. Typical duties include preparing budgets in consultation with scientists and managers, coordinating all required documents and staging them for submission, coordinating graphics, formatting and general document preparation in accordance with the sponsor specifications, communication with sponsors, SAO administration, and external collaborators, and sub-award leads as required in the submission and preparation process.
• Administers all grants and serves as Authorizing Officer, with the full delegation of approval authority for the AMP division. For each grant, this requires tracking of budgets, coordination of project reports to sponsors, monitoring personnel support levels, and contacting sponsors, SAO administration, collaborators and AMP personnel as appropriate to gather needed information. The incumbent is responsible for assuring that expenditures re essential to grant programs and that costs are allowable and allocable.
• Tracks division-wide finances and budget levels across all funding support to assist AMP division leadership with long-range administrative, cost and personnel plans through analysis, projections and recommendations. Reacts to principal-investigator-initiated changes in project orientation and grant focus by working to adapt support and resources as required and in compliance with Federal and Trust fund regulations and SAO guidelines and procedures. Identifies potential problem areas, resolves issues and recommends corrective action or procedures.
• Conducts monthly account reconciliation, verifying that salaries and other expenses are correctly allocated to the appropriate projects and resolving any issues and discrepancies.
• Serves as the primary credit card holder or an authorized approver for members of the AMP division.
• Reviews travel authorizations and purchasing and procurement requisitions in compliance with Federal and Trust fund regulations and SAO guidelines and procedures. Coordinates travel for all AMP division staff, including assistance with administration for SAO-supported and externally supported trips.
• Coordinates all AMP human resources matters, including participating in the entire employee life cycle, submitting paperwork associated with HR transactions, serving as a timekeeper, and working with the HR team to resolve issues.
• Provides executive administrative support to AMP principal investigators and coordinates group meetings, workshops, and conference logistics.
• Provide onboarding support to new members of AMP on SAO and SI policies, procedures, and best practices.
  
  

QUALIFICATION REQUIREMENTS

• Thorough knowledge of grants administration practices to plan, monitor and manage all financial aspects of scientific research grant programs for AMP and have thorough knowledge of AMP programs, activities, missions, policies and objectives and skill in interpreting grant contractual requirements, government regulations, and SAO and SI policies to guide decisions and resolve problems.
• Comprehensive knowledge of Federal and SI policies, rules, and regulations pertaining to federal and trust fund divisional activities, especially in the areas of budgeting, contract administration, proposal preparation, program evaluation, personnel administration, procurement, accounting, travel, and visa processing.
• Extensive knowledge of internal and external (e.g., funding agencies) regulations and guidelines in order to ensure that budget estimates adhere to both SAO/HCO and outside funding agency fiscal and contractual requirements, thereby contributing to the successful and timely review and award by the funding source organization.
• Ability to formulate, present and monitor short- and long-term budgets, to prepare spending plans, monitor and track expenditures and identify and report deviations, and to generate financial reports.
• Knowledge and experience in application of computer database technology and enterprise resource planning programs such as PeopleSoft to grant administration and strong computer literacy, including the ability to develop and prepare requisitions and travel authorization using SI wide automated systems; and maintain and update administrative data using SAO automated systems
• Possesses strong analytical, and oral and written communication skills, including the ability to exercise tact and diplomacy in communicating potentially contentious information, and to handle confidential information with discretion.
• Knowledge of SAO time and attendance reporting regulations and procedures and fellowship program and procedures.