Description
OPENING DATE: July 21, 2026
CLOSING DATE: September 18, 2026
SERIES/GRADE: IS-1101-07
TYPE OF POSITION: Trust Indefinite (Non-Federal)
DIVISION: Director's Office
LOCATION: Cambridge, MA
AREA OF CONSIDERATION: This position is open to all eligible candidates.
SAO is unable to provide visa sponsorship for this position.
This position is classified at the entry level.
What are Trust Fund Positions?
Trust Fund positions are unique to the Smithsonian. They are paid for from a variety of sources, including the Smithsonian endowment, revenue from our business activities, donations, grants and contracts. Trust employees are not part of the civil service, nor does trust fund employment lead to Federal status. The salary ranges for trust positions are generally the same as for federal positions and in many cases trust and federal employees work side by side. Trust employees have their own benefit program, which may include Health, Dental & Vision Insurance, Life Insurance, Transit/Commuter Benefits, Accidental Death and Dismemberment Insurance, Annual and Sick Leave, Family Friendly Leave, 403b Retirement Plan, Discounts for Smithsonian Memberships, Museum Stores and Restaurants, Credit Union, Flexible Spending Account (Health & Dependent Care).
Conditions of Employment
- 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.
OVERVIEW
INTRODUCTION
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.
SUMMARY
The Research Operations Coordinator provides routine administrative and financial support to the assigned PI support team. The position is part of a team-based research administration PI support team. Work is developmental and performed with close guidance, focusing on learning systems and procedures, assisting with routine tasks, and providing reliable support for higher-level research administrators.
MAJOR DUTIES
The incumbent supports PI portfolios across pre-award, post-award, compliance, financial management, reporting, operations, and event logistics.
Proposal Development and Pre-Award Support
- Assists with preparing basic proposal documents and forms under close supervision.
- Helps coordinate logistics for proposal site visits (scheduling, materials, room setup).
- Collects and organizes supporting documentation for pre-award submissions.
Award and Post-Award Support
- Processes routine accounting transactions such as travel expense reports, invoices, credit card transactions, requests for payment, and purchase requisitions.
- Tracks and files receipts and supporting documents for compliance.
- Assists with purchase order closeouts and payroll distribution changes under guidance.
- Provides logistical support for PI travel arrangements and reconciles expense reports.
- Maintains organized financial records and documentation.
Financial Oversight and Compliance
- Assists with reconciling accounts and resolving discrepancies by collecting data and escalating issues to senior staff.
- Reviews and enters payroll and timekeeping information (WebTA) with oversight.
- Provides backup support for monthly and quarterly expense certification.
- Maintains files related to protocols, cost sharing, and other research documentation.
Budgeting, Forecasting, and Reporting
- Assists with preparing standard financial reports and projections for senior staff review.
- Collects data for variance analyses and supports higher-level staff in preparing trend summaries.
- Uses fiscal management software and Excel for data entry and reporting.
Operations, Collaboration, and Event Support
- Assists with room coordination and scheduling for meetings, interviews, and small events.
- Helps manage office supplies, track inventory, and restock shared materials.
- Provides support for organizing office spaces, maintaining filing systems, and arranging work areas.
- Assists with limited calendar management (scheduling under the direction of senior team members).
- Supports meeting organization by preparing agendas, arranging logistics, and taking basic notes under guidance.
- Contacts with BOS, BFA, HR, RAS, vendors, and Procurement, Contracts & Property (PCP) on routine operational items; escalates complex issues to senior staff.
Other Duties as Assigned
- Performs additional administrative and financial tasks in support of the PI support team.
QUALIFICATION REQUIREMENTS
Basic Requirements
Candidates must possess at least one year of specialized experience at or equivalent to the grade 06 level that demonstrates the ability to perform routine administrative or financial support work in a research, academic, or operational environment. Qualifying experience may include assisting with proposal preparation, processing financial transactions, maintaining records, supporting compliance activities, or providing administrative support to projects, programs, or teams.
OR
1 full year of graduate level education from an accredited college or univeristy.
OR
Superior Academic Achievement (SAA): Academic Achievement must have been gained in a curriculum that is qualifying for the position to be filled. SAA is based on:
- Class Standing - Applicants must be in the upper third of the graduating class in the college, university, or major subdivision, such as the College of Liberal Arts or the School of Business Administration, based on completed courses; OR
- Grade-Point Average (G.P.A.) - Applicants must have a grade-point average of either (a) 3.0 or higher out of a possible 4.0 ("B" or better) as recorded on your official transcript, or as computed based on 4 years of education, or as computed based on courses completed during the final 2 years of the curriculum; or (b) 3.5 or higher out of a possible 4.0 ("B+" or better) based on the average of the required courses completed in the major field or the required courses in the major field completed during the final 2 years of the curriculum.; OR
- Honor Society Membership - Applicants may be considered eligible based on membership in one of the approved national scholastic honor societies listed by the Association of College Honor Societies (https://www.achsnatl.org/
OR
Combination of Education and Experience: A combination of education and experience as listed above.
Basic knowledge of administrative and financial support practices in a professional or academic environment.
Introductory knowledge of research administration concepts, including proposal preparation, award support, and compliance activities, with the ability to learn sponsor requirements and institutional procedures.
Familiarity with basic accounting principles and financial recordkeeping, including processing invoices, reimbursements, purchase requests, and travel documentation.
Ability to use or learn enterprise business and research administration systems such as PeopleSoft, WebTA, Concur, ServiceNow, SAM.gov, Research.gov, NSPIRES, and standard Microsoft Office applications.
Skill in organizing records, tracking documentation, and maintaining accurate files in support of audits, reporting, and compliance reviews.
Ability to follow established procedures, work under close supervision, and escalate questions or issues appropriately to senior staff.
Strong attention to detail and reliability in completing recurring administrative and financial tasks.
Ability to communicate clearly and professionally with PIs, administrative staff, and service offices to exchange information and support routine operations.
Education completed outside the United States must be deemed equivalent to higher education programs of U.S. institutions by an organization that specializes in the interpretation of foreign educational credentials. This documentation is the responsibility of the applicant and should be included as part of the application package.
Any false statement in the application may result in rejection of the application and may also result in termination after employment begins.
Resume Requirements
Resumes should include a description of paid and non-paid work experience related to this position, including starting and ending dates of employment (month and year) and the average number of hours worked per week.
Once the vacancy announcement closes, applications will be reviewed to determine whether applicants meet the qualification and experience requirements for this position. Qualified candidates will be referred to the hiring manager for further consideration.
Relocation expenses are not paid.
The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact hr@cfa.harvard.edu. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. To learn more, please review the Smithsonian’s Accommodation Procedures.