Administrative Specialist (OCC) (IS-0301-11)

Administrative Specialist (OCC) (IS-0301-11)

Application Deadline: 9 May 2025

Department: Smithsonian Astrophysical Observatory

Employment Type: Full Time

Location: Burlington, MA

Reporting To: OCC Manager

Compensation: $83,742 - $108,859 / year

Description

OPENING DATE: April 14, 2025
CLOSING DATE: May 9, 2025
SERIES/GRADE: IS-0301-11
TYPE OF POSITION: Trust Indefinite (Non-Federal)
DIVISION: High Energy Astrophysics
LOCATION: Burlington, MA
AREA OF CONSIDERATION: This position requires access to export-controlled work. The candidate must be a U.S. person (citizen, permanent resident or be a national of a country eligible to be approved on an export license.)

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.
• This position requires access to export-controlled work. The candidate must be a U.S. person (citizen, permanent resident or be a national of a country eligible to be approved on an export license.)
• Applicants must meet all qualification and eligibility requirements within 30 days of the closing date of this announcement.

OVERVIEW

INTRODUCTIONThe 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.

SUMMARYThis is the position of Administrative Specialist in the High Energy Astrophysics Division at the Smithsonian Astrophysical Observatory. The employee is located at the Wayside Burlington at the Chandra Operations Control Center (OCC), whose teams carry out mission operations for the Chandra X-ray Observatory (CXO), one of NASA's Great Observatories. The CXO is the nation's major asset in the field of x-ray astrophysics. The Chandra OCC directs the CXO's flight, executes the observing plan of the Observatory, and receives the scientific data from the Observatory while its subcontractor provides flight operations for the Chandra vehicle. It is a highly sophisticated and dedicated computer center.

The employee reports to the OCC Manager and primarily provides task management and reporting as well as day-to-day program management support to the OCC unit. The employee will: advise, administer, assist in program planning and development and perform work involved in the various phases of facility administration, data systems maintenance, procurement and purchase activities, accounting, and property administration, as well as interpret, monitor, and analyze information regarding the OCC's operating policies and procedures, and coordinate staff personnel matters.

MAJOR DUTIES

1. Facility Administration (20%-30%). Participates in facility administration and coordination state of the art NASA/MSFC/CXC facility.

• Assist with the research and interpretation of SI/SAO/HEAD safety and occupational health policies and procedures at Wayside Burlington. Research, recommend, and implement safety practices as directed, participate in its safety programs, and monitor its safety practices to minimize personal injury in community areas and office space. Oversee the provision of food services and concessions in the kitchen, and inspect for compliance to health, safety, and operational standards and report deficiencies for correction (if outside the employee's immediate purview) to the Facility Manager.
• Implement and administer a variety of operational activities with regard to space, which may include internal reorganizations necessitating interoffice moves, and related logistical concerns. Interface with HEAD's space and occupancy planners. Track the status of changes. Update both SAO's staff database and the CXC staff web page with office change information. Administer the quarterly SAO rent assessment and annual census process, coordinating with the HEAD Deputy for Administration and FMD personnel.
• Serve as the day-to-day representative and develop and promote good working relationships with landlords, occupants, vendors, and visitors at site. Coordinate operational requirements with landlord and/or direct through contractors, such as Point of contact for all external, mechanical maintenance and repair (e.g., Cisco, electrician, telephone) and of office equipment and services (i.e., fax and copier, Poland Springs) to inform them of needed building repairs, maintenance and facility alternations. Track the status of actions and report to group management as appropriate. Collect vendor's proof of liability insurance, bonded or not, etc. Coordinate and manage insurance certificates and their renewals for impromptu Piedmont audits. Communicate building access protocols to all non-employees and employees desiring entry to the site. This may include logistics to mail and delivery personnel, OCC tour groups, etc. Communicate protocols on staff web page.
• Maintain the contents of SAO's staff data file (SDF) database for the site. Enter and update data for personnel. Maintain a log of visitor pass-cards and keys to provide entrance for visitors; ensure that cards and keys are returned before visitors and employees leave.
• Manage the OCC Cellphone program and maintain 100% operational service capabilities interfacing with multiple agencies to include CXC Staff, HEAD, CF, and Harvard OCIO to ensure services are maintained, new services are started and all services are charged to the correct accounting code, as well as providing detailed reports to said agencies whenever requested.

2. Data Systems Maintenance (10%-20%). Is the software/hardware administrator to five technical leads of approximately thirty computer maintenance contracts at SAO's Chandra OCC. Serve as the point of contact for the definition, documentation, technical evaluation, and coordination of all customer support computer systems requirements for SAO's Chandra OCC. Develop and coordinate technical requirements, associated procurement plans, budget evaluation, and implementation schedule with all related Northrop Grumman Systems Engineering personnel and SAO/OCC staff for final approval by the IST Manager.

• Examine each software agreement for end-of-life, terms and conditions, warranty information, licensing agreements. Know when assets such as hardware are under warranty, length of term, etc. Track each software agreement for amendment, termination, renewal, or consolidation. Recommend each software agreement for termination, renewal, or consolidation. Record in existing, enhance, or create new databases to include vendor contact information, agreement number, cost at purchase, line items, status of item (under repair, broken, etc), repair histories, histories include costs for parts and labor, is supporting equipment providing value.
• Schedule work orders between users and vendors.
• Direct customer technical support updates arriving via Email, research of Web interface, or write summaries of telephone conversations to technical managers of the OCC.
• Advise OCC managers on issues to minimize risks in coverage, anticipate contracting issues and initiate actions to ensure orders are processed quickly, efficiently, and in accordance with SAO policies; work on issues where analysis of data requires evaluation of identifiable factors.
• Participate in annual budgeting process with IST Manager to present the maintenance contract summary for the Chandra OCC. Prepare budgetary comparisons and recommendations based on maintenance requirements and conditions needed to operate, update, and repair computer equipment and networking.

3. Procurement and Purchase Activities (15%-25%) Initiate requisitions (~150 per annum), which includes assigning correct WBS task numbers and object classes, monitoring and tracking expenditures for Project budget activity, and reports on status, progress, and receipt of all expenditures. Update database with purchase order information, verify costs, deal with suppliers in problem resolution or refer more complex issues (such as those of a technical nature or higher than reasonable cost to repair) to manager(s) for further direction or resolution. Establish and maintain month's action item lists to be given to Program Administrator and OCC Manager by the first workday of the next month. Notify requester of impending due dates and report on delinquencies. Task may include faxing, filing, records management and reproduction responsibilities.

4. Task and Program Management (20%-30%).

• Support the CXC Program Administrator with Task Development for the annual OCC budget and other cost estimates by researching, identifying and compiling financial backup from CXO-maintained reports and historical documents in areas such as supplies and services, equipment, travel, educational opportunities, and other services. Supports the OCC Managers in project planning, scheduling, and analyzing project resource requirements. The employee independently creates tables and reports based on the requirements established by the unit. Task may include photocopy responsibilities.
• Web page maintenance. Update and maintain web pages to ensure that their content is current and accurate. Check web page content. Obtain information as needed for multiple web pages, make changes, incorporate links to other web pages, verify functionality and accuracy, and test the performance of links for online dissemination.
• Analyze open Travel Expense reports to determine what is required to close accounts and create an action plan with follow-through to closure. Tasks may include filing, records management, emailing, and photocopy responsibilities.
• Aside from hardware and software maintenance contracts, develop and maintain a variety of controls, such as those used to monitor the term orders for supplies and services (paper for photocopier vs paper for laser printers, print shop services, water, vending machines, etc). Record purchase order information, verify costs, deal with suppliers in problem resolution. Analyze and make recommendations as to the expenditures, quantities required, etc. Review invoices against existing funds, determine if increase is needed before receiving invoices, increase purchase orders based on unit surveys and estimates of future usage to end dates, decrease and close blanket orders, recommend superseding requisitions based on past history or canceling a service in its entirety.
• Property Administration. Routine tasks include receipt, verification, and tagging.

5. Flight Director Board Administration (10-20%)

• Prepare all preliminary meeting information, to include producing the official agenda, setting up remote virtual environment and initial review of all submitted issue to ensure that they are submitted accurately in accordance with CXC FD applicable procedure and policy.
• Maintain the webpage as well as any external link recourses to ensure accuracy and functionality. This include periodic review of all policy and procedure documents, and where appropriate notifying the correct proponent agency of required updates.
• Host, and record all meeting information and produce official record to be posted, and maintain the system of record JIRA for all issues submitted. Produce the required documentation to support all approvals and ensure that the system of record (JIRA) is current and accurate.

6. Perform other general administrative and financial duties as assigned (10-15%) such as, but not limited to, maintaining time and attendance records for designated employees; preparing necessary travel documents, authorizations and training forms; writing letters and memoranda; providing telecommunication and mail services for assigned staff; participating in HEA's conferences and reviews; oversee and streamline pre-employment interview procedures, coordinating interviews with recruiting members, establishing an agenda, and streamlining travel and settlement; inventory and store office supplies and library reference materials, process receipts and approve invoices, maintain a filing system for related paperwork; preparing budget files, purchase order reports and liquidation files and any other financial management functions as deemed necessary by upper management.

QUALIFICATION REQUIREMENTS

Requirements: Candidates must possess at least one year of specialized experience at or above the grade 9 level in similar positions. Specialized experience is experience that has provided the knowledge, skills and abilities to successfully perform the work of the position, as listed below.

Knowledge, Skills, and Abilities required:
Advanced knowledge of a wide range of technical methods, principles, and practices similar to a narrow area of a professional field; and skill in applying this knowledge to such assignments as the planning of difficult, but well-precedence projects.
Knowledge of the policies, procedures, and guidelines of software licensing and hardware agreements within the unit. Knowledge of the goals, objectives, workforce composition, work methods, and functions of agreements to determine whether requests for service are proper, necessary, and timely.
Advanced knowledge and skill in the monitoring and tracking of cost obligations and expenditures, identifying and reporting potential problems, and taking appropriate action with in SAO procurement, fiscal, travel practices and procedures and the PeopleSoft relationships from inception through accounts payable.
Advanced working knowledge of principles, practices, and methods of budget administration that will enable the employee to monitor, track obligations and expenditures, identify and report deviations, and prepare financial cost reports and summaries with the Ability to interpret, analyze, and evaluate data to develop recommendations and/or solutions to problems.
Knowledge of SAO procurement, fiscal, travel practices and procedures and the PeopleSoft relationships from inception through accounts payable.
Expertise to research within the PeopleSoft and Concur databases and extract quickly pertinent information for reports and to enhance customer service to the unit's external and internal clients with rapid and accurate responses to questions.

Education and experience may be combined to meet the basic qualifications at the grade 11.
- Ph.D. or equivalent doctoral degree,
or
-3 full years of progressively higher level graduate education leading to such a degree

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 your application package.

Any false statement in your application may result in rejection of your application and may also result in termination after employment begins.

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Resumes should include a description of your paid and non-paid work experience that is related to this job; starting and ending dates of job (month and year); and average number of hours worked per week.

What To Expect Next: Once the vacancy announcement closes, a review of your resume will be compared against the qualification and experience requirements related to this job. After review of applicant resumes is complete, qualified candidates will be referred to the hiring manager.

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.

The Smithsonian Institution is an Equal Opportunity Employer. See Smithsonian EEO program information: https://www.si.edu/oeesd.

The Smithsonian Astrophysical Observatory is an equal opportunity employer. Please visit the SAO website at http://www.cfa.harvard.edu/