Contract Administrator (IS-1102-11/12)

Contract Administrator (IS-1102-11/12)

Application Deadline: 20 March 2025

Department: Smithsonian Astrophysical Observatory

Employment Type: Full Time

Location: Cambridge, MA

Reporting To: Supervisory Procurement Analyst

Compensation: $83,742 - $130,488 / year

Description

OPENING DATE: February 20, 2025
CLOSING DATE: March 20, 2025
SERIES/GRADE: IS-1102-11/12*
TYPE OF POSITION: Trust Indefinite (Non-Federal)
DIVISION: Procurement, Contracts & Property
LOCATION: Cambridge, MA
AREA OF CONSIDERATION: This position is open to all eligible candidates.
*Position may be filled at either level. If filled at Grade 11, may be non-competitively promoted to Grade 12.

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, Smithsonian Early Enrichment Center (Childcare), 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

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.

SUMMARYThe position serves as a Contract Administrator/Specialist in the Purchasing, Contracts & Property Department of the Smithsonian Astrophysical Observatory (SAO).

MAJOR DUTIES

• Participates in the development and implementation of a wide variety of complex contractual agreements and documents, including statements of work, blanket purchase orders, performance schedules and specifications; evaluates and revises contractual terms and conditions as appropriate. Prepares, assembles and issues Requests for Proposals, Requests for Quotations and other contractor solicitations; attends pre-bid briefings; assists Agency departments and staff in the preparation of Scope of Work documents; serves as point of contact between department staff and contractors to provide information and resolve contract-related issues; within limits of authority, negotiates and approves changes to scope of work within overall limits of contract budgets and Agency policies, procedures and applicable legal requirements.
• Prepares comprehensive documents, including contracts, contract amendments, equipment leases, agreements, and other documents required to implement and monitor contractor activities; coordinates contracting activities with Agency departments and staff, general counsel and contractors; coordinates the preparation of final contract documents, obtains all necessary approvals and monitors the review process to ensure timely completion. Administers contracts for administrative/consulting services, equipment purchases and a variety of other purposes; tracks contract amendments and scope of work change orders; monitors progress and performance against contract requirements and provides reports to department and project managers; confirms warranty requirements; serves as point of contact between department staff and contractors on assigned contracts to provide information and resolve contractual issues.
• Performs detailed review of contractor invoices to ensure conformance with contract provisions and budget; requests additional information and invoice modifications to ensure compliance with contract terms and conditions; briefs management on contract issues and disagreements and recommends appropriate courses of action; participates in the approval process for payment of contractor invoices. Drafts contracts and amendments for review by managers; reviews legal issues with the Agency's general counsel; submits final contracts for approval and signature or prepares Board reports and materials for contracts requiring Board action; drafts contract correspondence; prepares and maintains documentation on a variety of contract and contract administration issues. Establishes contract records in Agency databases and ensures the accuracy of contract filing systems containing original contract agreements and amendments; maintains and updates files; distributes contract documents to parties of interest and upon request; maintains contract logs and related specialized records.
• Administer both fixed-price supply contracts, which contain terms such as progress and milestone payments, Government-furnished property, and similar provisions, as well as cost-type research and development contracts with educational, non-profit, and profit-making organizations. Perform contract planning, negotiation, administration, and close-out for all assigned projects. Projects typically are significant to the Smithsonian, extend over several years' time, and involve multiple contracts, change orders, and modifications. Coordinate a wide variety of contractors, each having unique functions relating to assigned projects. Review requests from procuring activities for the procurement of complex systems, equipment, services and/or supplies. Analyze the requirements, develops the evaluation criteria, recommends revisions to the statement of work or technical specifications, as necessary, and decides on the type of contract, milestones, and procurement plan. Review justifications for sole source and other required clearances and prepare documentation.
• Prepare solicitation documents for the item or service. Incorporates provisions such as cost accounting standards, requirements for technical proposals with appropriate weighing factors, cost escalation factors, cost data requirements, first-article testing, etc. Synopsize solicitation opportunity in the System for Award Management when required and transmit solicitations to prospective offerors. Analyze incoming proposals prepared by the contractors for conformance with the solicitation. Perform price and cost analysis, including review of cost breakdowns to determine reasonableness. Coordinate the establishment of a technical evaluation committee to determine acceptability of technical proposals. Obtain surveys to establish Offeror responsibility and obtain audits and pricing reports to develop negotiation strategy, as required. Establish a fair and reasonable negotiation position based on knowledge of the contractors' operations and the reports of the technical specialists. Negotiate with potential contractors, suppliers, or collaborating agencies and institutions on all phases of contracts. As required, establishes fee or profit to be allowed based on regulations. Prepare contractual document and executes award. Prepare negotiation memoranda to explain rationale and methods used in arriving at the final settlement and prepares full documentation for cases requiring formal review. If subcontract requires consent of funding agency's Contracting Officer prior to execution, submits subcontract for ratification prior to executing subcontract.
• Coordinate with the Manager of the Procurement, Contracts, and Property Department on the contractor's requests for waivers or deviations from contract terms. Resolve delivery schedule problems with contractor and buying activity and negotiate delivery schedule changes. Review, investigate, and recommend actions on overtime requests, allowability of costs, and problems concerning Government and Smithsonian-furnished property. Review progress payment requests to assure that required clauses in the contract are met, that proper rates are applied, and that proper accounting is made. Maintain records on the status of various contract administration actions or requirements. Advise contractor as to scope of work statements, shipping requirements, and other questions regarding the meaning of terms and conditions. Evaluate contractor compliance with applicable contract clauses, e.g. small business, patent rights, labor laws, and progress reports.
• Request determination of overhead rates from auditor for cost contracts [if required] and ensure delivery, inspection, and acceptance of the contractual end-items before initiating final closeout of the contract. Assure obligation of excess funds, and that special test equipment, tooling, and Government-furnished property are property accounted for. Negotiate with contractors for consideration when delinquencies occur. Use the reports, advice, and assistance from the price/cost analysts, quality and production specialists, and property administrators in making determinations and recommendations.
• Update general and special provisions for subcontracts, contracts, and solicitations for a variety of contract types ranging from firm-fixed-price supply to cost-type research-and- development contracts with educational, nonprofit, and profit-making organizations. Review completed official contract files to determine that all contractual actions are satisfied, that there are no pending administrative actions to be resolved, that all/contract end-items have been delivered, that all final reports and clearances have been received, that all file documents have been signed, that there are no litigation-items pending, and that the contract is complete in every respect and is ready to be closed. Close out or issue termination notices, if necessary, and negotiate final settlements.

QUALIFICATION REQUIREMENTS

Basic Requirements:A 4-year course of study leading to a bachelor's degree with a major in any field;

OR

At least 24 semester hours in any combination of the following fields: accounting, business, finance, law, contracts, purchasing, economics, industrial management, marketing, quantitative methods, or organization and management.

Applicants who meet the criteria for Superior Academic Achievement qualify for positions at the GS-7 level.

Additional Requirements: For the Grade 11 candidates must possess at least one year of specialized experience at or above the grade 9 level in similar positions. For the Grade 12, candidates must possess at least one year of specialized experience at or above the grade 11 level in similar positions. Specialized experience is experience that has provided the knowledge, skills and abilities to successfully perform the work of the position.

Knowledge, Skills, and Abilities required:

• Comprehensive knowledge of Federal Acquisition Regulations, contracting laws, and regulations necessary to provide authoritative advice and direction with respect to contracting for complex programs.
• Skills and experience in performing complex contract administration and management work; analyzing situations and identifying and resolving problems; producing statistical and financial reports; mediating and negotiating; communicating effectively orally and in writing and interacting professionally with various levels of Smithsonian employees and outside representatives.
• Knowledge of the principles of acquisition planning sufficient to procure a multiyear project, program, or system involving successive stages. Knowledge should be sufficient for Incumbent to implement new developments, when necessary, through interpretation of regulations, policies, and procedures.
• Knowledge and skill sufficient to manage all contractual aspects of a major program involving the coordination of several contracts. This requires long-range procurement planning, a thorough knowledge of program objectives, scheduling, and inter-relationships with other programs.
• Knowledge of contract administration principles, policies, regulations, and procedures [and termination techniques] sufficient to administer and monitor a group of complex contracts, many of which extend over several years. These types of contracts typically require monitoring the performance of many subcontractors, complex changes, and terminations or contract close out.
• Knowledge and skills necessary to formulate and establish negotiation plans, techniques, and goals, and the ability to apply this knowledge in leading negotiating teams comprised of SAO project management and technical personnel and in dealing with business, industry, and Government officials.
• Knowledge of contract cost and price analysis techniques sufficient to develop complex contractual pricing arrangements and incentives; to review proposals against previous history, actual expenditures, and established rates to determine a negotiation position; and to use results of reviews performed by price/cost analysts, auditors, or technical specialists.

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.

Join us in "Inspiring Generations through Knowledge and Discovery."

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. We believe that a workforce comprising a variety of educational, cultural, and experiential backgrounds support and enhance our daily work life and contribute to the richness of our exhibitions and programs. 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/