Administration, Finance, and Operations Manager (Administrative Specialist)

Smithsonian Institution•Cambridge, MA

5d•$101,375 - $118,272•Onsite

About The Position

The Smithsonian Astrophysical Observatory (SAO) is seeking an Administration, Finance, and Operations Manager to provide senior-level administrative, financial, and operational leadership to the Office of the Director. This role supports the SAO Director, Deputy Director, Chief Operating Officer (COO), and other members of the CfA Executive Management team. SAO is a leading institution in astrophysical research, collaborating with Harvard College Observatory to form the Harvard-Smithsonian Center for Astrophysics (CfA). The position is a Trust Indefinite (Non-Federal) role, paid from various sources including endowment, business revenue, donations, grants, and contracts. Trust employees are not part of the civil service but have their own benefit program.

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.
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.
Must be eligible to work in the United States.
Must pass a pre-employment background check and subsequent background investigation.

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.