Administration, Finance, and Operations Manager (Administrative Specialist)

Smithsonian Institution•Cambridge, MA

5d•Onsite

About The Position

This position is that of Manager for Administration, Finance, and Operations at the Smithsonian Astrophysical Observatory (SAO). SAO is part of a joint institution known as the Center for Astrophysics | Harvard & Smithsonian (CfA), in conjunction with the Harvard College Observatory (HCO). SAO is a diverse astrophysical institution in which more than 600 scientists are engaged in a broad program of research in astronomy, astrophysics, and Earth and space sciences. Within the broader Smithsonian mission, SAO scientists are dedicated to increasing knowledge of the physical processes that shape the natural world and to disseminating this knowledge to the scientific community, teachers and students, and the public. SAO is internationally recognized for leadership in the scientific exploration of the universe. Its programs range from ground-based and space-based astronomy and astrophysics research to the engineering and development of major scientific instrumentation for space launch and large ground-based facilities, and research designed to improve science education. SAO’s research objectives are conducted primarily with support from Government and Smithsonian Institution funds, with additional philanthropic support. 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.

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.
Ph.D. or equivalent doctoral degree.
3 full years of progressively higher-level graduate education leading to such a degree.
a combination of education and experience.
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.

Responsibilities

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.