What are the responsibilities and job description for the Advancement Manager (IS-0301-11) position at Smithsonian Astrophysical Observatory?
Description
OPENING DATE: January 23, 2025
CLOSING DATE: February 28, 2025
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.
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.
- Telework is allowed according to the SAO telework policy and supervisor approval; SAO policy is currently 3 days/week on-site.
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 Advancement Operations Manager performs functions that include Gift Processing, Donor Information/ Relations, Donor Stewardship, Data Processing, Research, Reporting and Analysis, Budget & Finance, procurement, Advisory Board Support, and other Advancement administrative support duties. Activities include maintaining records of contributions, grants, or funding; produces reports and analyses data; Manages budget and organization resources.
MAJOR DUTIES
- Works with senior SAO finance and advancement personnel in the development of processes, projects, and materials. Conducts all gift processing functions and procedures, including timely entry of donations, review of gift documentation, and issuance of acknowledgement letters. Monitors gift tracking with other SAO and SI offices and ensures gifts are properly coded for SI-wide recordkeeping.
- Manages, prepares and tracks approval of gift agreements, memoranda of understanding (MOUs), and other gift-related documentation. Works with Finance and SAO project fund managers to make sure correct coding is created for proper fund allocation.
- Maintains, enters, and ensures that information in the advancement database is verified and updated regularly. Ensures that gift, grant, and biographical data are consistently and accurately entered and in accordance with best practices.
- Manages advancement procurement processes. Writes statements of work, serves as COTR, monitors payment of vendors for advancement needs, including programs supported with advancement funding as required. Serves as designated purchase card holder for advancement. Is proficient in all aspects of Smithsonian and SAO procurement to support changing advancement needs while following procurement regulations. Monitors payments to contractors with Finance within SAO system.
- Supports SAO Advisory Board and SNAC (Smithsonian National Astronomy Council) patron group administration. Works closely with other SAO advancement colleagues on board and SNAC communications including electronic polling of required board votes, onboarding requirements, Google Drive access and updates for board members. Prepares annual giving reports and statements for members. Prepares minutes of Board meetings. Assists Senior Advancement staff as required in preparation of board meeting materials and activities.
QUALIFICATION REQUIREMENTS
Basic 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.
Knowledge, Skills, and Abilities required:
- Knowledge and skill in applying the principles and practices of budget execution in monitoring and tracking obligations and expenditures, identifying and reporting deviations, and authorizing expenditures on assigned contracts and grants.
- Working knowledge of business and management principles and practices.
- Strong computer literacy, including the ability to develop and maintain electronic spreadsheets and relational databases, prepare and review requisitions and travel authorizations utilizing SI-wide automated systems, and maintain and update administrative data utilizing SAO-specific automated systems.
- Excellent interpersonal, writing, and organizational skills and the ability to work both independently and with a diverse group of scientists and technical and administrative staff to prioritize tasks in a fast moving environment.
- Ability to develop and complete complex analytical reports.
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 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 committed to diversity in our workplace. Please visit the SAO website at http://www.cfa.harvard.edu/
About Smithsonian Astrophysical Observatory
The Smithsonian Astrophysical Observatory is joined by Harvard College Observatory to form the Center for Astrophysics | Harvard & Smithsonian. The Center is a collaboration between Harvard and Smithsonian designed to ask — and ultimately answer — humanity’s greatest unresolved questions about the nature of the universe. Founded in 1973, the Center for Astrophysics | Harvard & Smithsonian is an ongoing collaboration designed to foster innovation and propel discovery. Our mission is to advance knowledge of the Universe through research in astronomy and astrophysics and in related areas of fundamental physics and geophysics.
At the CfA, scientists in a broad range of disciplines study the universe at every scale, from every wavelength, and using telescopes and instruments that span and orbit the globe, all with a single purpose: making groundbreaking discoveries that advance human knowledge.
At the CfA, scientists in a broad range of disciplines study the universe at every scale, from every wavelength, and using telescopes and instruments that span and orbit the globe, all with a single purpose: making groundbreaking discoveries that advance human knowledge.
