Program Manager, Giant Magellan Telescope (GMT) (IS-340-15)

Smithsonian Institution•Cambridge, MA

31d•Onsite

About The Position

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 the position is to provide overall program direction and technical leadership to the development of the GMT-Consortium Large Earth Finder (G-CLEF) and other instrumentation projects for the next generation Giant Magellan Telescope, and potentially to the development of other new or upgraded scientific instruments for astronomical and astrophysical data collection for existing ground-based telescopes.

Requirements

Candidates must possess at least one year of specialized experience at or above the grade 14 level in similar positions. Specialized experience is experience that has provided the knowledge, skills, and abilities to successfully perform the work of the position.
Managing or coordinating complex technical or scientific projects involving the development of instrumentation, engineering systems, or research infrastructure.
Applying formal project management practices to plan and execute technical programs, including scheduling, cost monitoring, resource management, and performance tracking.
Developing project budgets, estimating costs to complete, monitoring expenditures, and supporting proposal preparation for externally funded technical projects.
Assessing technical and programmatic risks associated with complex development efforts and implementing strategies to mitigate those risks.
Coordinating the work of multidisciplinary teams including engineers, scientists, technicians, contractors, and institutional partners.
Managing relationships with industry partners or contractors responsible for design, fabrication, testing, or delivery of technical systems.
Supporting or participating in formal technical or programmatic reviews conducted by government sponsors, funding agencies, or external oversight bodies.
Interpreting sponsor requirements and technical objectives and translating them into actionable project plans and deliverables.
Mastery of the principles and practices of technical program management, including the methods and tools for developing, scheduling, coordinating, and managing projects and resources; and monitoring and evaluating costs, work, and contractor performance. Professional knowledge and experience in implementing formal cost control methodologies including Earned Value Management. Ability to formally assess technical and programmatic risks and develop mitigation strategies for unique complex development projects according to known methodologies used by government sponsors such as NASA, NSF, DoD, DoE or similar.
Advanced education and/or comprehensive professional experience in a scientific or technical discipline sufficient to enable the incumbent to provide overall direction to the development of scientific instrumentation that extends state of the art. This includes the ability to understand overall mission objectives and stakeholders’ responsibilities and goals, and to provide advice across the organization on programmatic and management issues. Mastery of executive leadership skills.
Superior ability to determine project resource needs, plan and organize the work of diverse project teams that include both internal staff and national and international partners, determine short- and long-term goals and strategies, set priorities, and coordinate with other stakeholders--both internal and external--to achieve project goals.
Ability to develop, justify, and control budgets for complex high value scientific instrument development projects to support ongoing project execution, calculate estimates to complete, and support proposal development.
Extensive knowledge of multiple types of contracts, procurement strategies, and contract negotiation and administration. Experience managing industry partners with the development of hardware from design through delivery.
Exceptional communication skills and the ability to convey complex project concepts both orally and in writing to internal and external stakeholders from scientists and engineering teams to sponsor review panels.
Ability to resolve disagreements equitably and build consensus on critical issues about which there may be conflicting viewpoints.

Responsibilities

Directs the day-to-day management of assigned complex instrumentation projects. Works with Principal Investigators and Project Engineers to ensure that tasks, procurements, and other project actions are progressing as planned. Maintains and tracks action and risk registers. Works with project staff and subcontractors to update and status the project schedule. Serves as the primary technical point of contact in establishing, and during the execution of, major subcontracts. Coordinates with SAO GMTO projects’ Business Manager and other administrative/management staff to ensure GMT projects are effectively supported.
Develop plans, budgets, schedules, resource allocations, work statements, and work breakdown structures for developing instruments for the GMT or other ground-based telescopes. Communicates overall project plans and detailed task expectations to SAO personnel at all levels and to subcontractors and partners. Prepares and oversees submission of periodic progress status reports as required by sponsors. Monitors project execution using recognized metrics and evaluation tools such as Earned Value Management. Identifies risks and implements corrective actions.
Organizes and conducts regularly recurring project technical status meetings. Leads the overall preparation and execution of major technical and management reviews including milestone and instrument Preliminary and Final Design Reviews. Conducts and leads progress meetings with industry subcontractors of major assemblies as needed. Develops and presents technical and programmatic briefings in support of proposals, functional working group meetings, status reviews, and formal program reviews. Serves on mission panels and technical working groups as appropriate.
Provides technical and management expertise to the development of SAO proposals for ground-based astronomy instruments for submission to the GMTO, government agencies, and private foundations. This will include, but is not limited to, working with Principal Investigators (PIs) to identify potential funding opportunities; identifying required resources and obtaining internal support for proposal preparation; developing formal Project Execution Plans, cost estimates, and schedules; writing programmatic sections of proposals; coordinating the contributions of other team members; and overseeing overall proposal preparation and submission. Leads the development of project replans re-plans, including adjustments to scope of work, budgets, and schedules as required to adapt to reductions or delays in project funding.
As a Smithsonian Contracting Officer’s Technical Representative (COTR), serves as the SAO/project representative in the management of subcontracts. Works with subcontractors and SAO contracts’ management staff to ensure subcontracts are being executed on schedule, contractor performance is acceptable, invoices are being submitted in a timely manner, and subcontractors are paid expeditiously. Brings business management acumen to the GMT projects. Works with project staff and SAO administrative personnel collecting relevant information to evaluate project progress and cost status. Analyzes schedule and cost information to generate project performance metrics.
Works collaboratively with other members of the PMO to develop SAO-wide program improvement and management initiatives and contribute to the improvement of processes and procedures across the Observatory. Participates in reviews and meetings as needed, including design reviews of other Observatory projects. Works with project teams to identify areas where processes, both management and technical, might be improved and make recommendations for their implementation. Supports the Observatory Director and advancement teams in philanthropic outreach as requested.
Performs other duties as assigned.