Research Administration Specialist, IS-1101-12

Smithsonian Institution•Cambridge, MA

6d•$101,375 - $131,790•Onsite

About The Position

The Smithsonian Astrophysical Observatory (SAO) is seeking a Research Administration Specialist (IS-1101-12) to provide full lifecycle research administration for a portfolio of Principal Investigators (PIs). This role is part of a team-based PI support structure, requiring independent judgment to ensure compliance with federal and sponsor requirements, and providing guidance to junior staff. The SAO, in collaboration with the Harvard College Observatory, forms the Harvard-Smithsonian Center for Astrophysics (CfA), a world-renowned center for astrophysics research, instrumentation development, and science education. This is a Trust Indefinite (Non-Federal) position located in Cambridge, MA.

Requirements

At least one year of specialized experience at or above the grade 11 level in a similar position, such as managing pre- and post-award research administration, including developing proposals and budgets.
Expert knowledge of federal regulations, OMB guidance, and sponsor policies governing sponsored research administration, including independent management of both pre-award and post-award administration.
Advanced knowledge and skill in applying accounting, budgeting, and financial reporting principles for multi-sponsor, multi-year Principal Investigator (PI) portfolios.
Skill in applying acquisition regulations (FAR), cost analysis, audit requirements, proposal strategy, and negotiation practices.
Comprehensive knowledge of Smithsonian policies, federal cost principles (Uniform Guidance, OMB Circulars), and sponsor systems (e.g., NSF Research.gov, NASA NSPIRES, NIH eRA Commons).
Proficiency with Smithsonian business systems and common accounting tools (PeopleSoft, webTA, ServiceNow, SAM.gov, Concur, MS Office), with the ability to diagnose and resolve complex system errors.
Skill in analyzing financial data, preparing projections, reconciling accounts, and advising PIs and institutional leadership on strategic, financial, and compliance decisions.
Ability to interpret and reconcile conflicting or incomplete guidance and independently develop compliant, practical solutions to complex administrative and fiscal issues.
Demonstrated ability to supervise and mentor staff, set performance standards, and develop training resources to strengthen team capability.
Must be eligible to work in the United States.
Pass pre-employment background check and subsequent background investigation.
Complete a probationary period if applicable.
Maintain a bank account for direct deposit/electronic transfer.

Nice To Haves

Experience with Trust Fund Positions at the Smithsonian.
Experience with Harvard-Smithsonian Center for Astrophysics (CfA) systems and processes.

Responsibilities

Provide comprehensive pre-award and post-award research administration, financial management, and compliance monitoring across assigned PI portfolios.
Collaborate with PIs to develop, review, and submit proposals for federal and non-federal sponsors, ensuring compliance with SAO and sponsor policies.
Prepare, review, and advise on budgets, budget justifications, under-recovery, use of institutional resources, and sponsor forms.
Coordinate with Research Administrative Services (RAS) reviewers for proposal routing and adjustments.
Advise PIs on pre-award requirements, including cost allowability, indirect cost recovery, and sponsor restrictions.
Establish and manage project accounts for federal, trust, and sponsored awards.
Review and approve financial transactions for compliance.
Oversee award set-ups, closeouts, extensions, and required reports.
Track and address account overruns and reallocate charges as appropriate.
Manage payroll and personnel actions, including salary distributions, changes to appointments, promotions, new hires, renewals, and reappointments.
Prepare spending plans, account projections, and financial status reports for assigned PIs.
Review monthly and quarterly expenses for certification, including salary expenses.
Monitor and enforce compliance with sponsor terms, OMB circulars, GAAP, and Smithsonian directives.
Manage subawards, cost sharing, and subcontracts for assigned PI portfolios.
Support internal and external audits and escalate complex matters to senior leadership.
Prepare monthly account projections and multi-year budget forecasts by PI.
Provide financial forecasts to PIs, Budget and Financial Services (BFS), and leadership.
Conduct variance analysis, trend analysis, and identify risks and opportunities.
Track and forecast multi-year budgets at PI and project levels.
Serve as liaison with internal and external offices, including Human Resources (HR), Business Operations Services (BOS), Procurement, Contracts, Property (PCP), BFS, RAS, and sponsors.
Collaborate with PI support teams and administrative colleagues across SAO.
Provide authoritative guidance to PIs, staff, and junior administrators on financial and administrative matters.
Provide oversight, mentorship, and training to junior members of the PI support team.
Participate in cross-functional teams to improve research administration and fiscal management.
Contribute to the development and refinement of financial procedures and administrative processes.
Implement process improvements to strengthen the team-based PI support model.
Maintain expert knowledge of evolving sponsor regulations, OMB guidance, and Smithsonian policies.
Perform additional administrative, financial, or research operations tasks as directed by management.