What are the responsibilities and job description for the Staff Assistant (IS-0301-09) position at Smithsonian Astrophysical Observatory?
Description
OPENING DATE: 03/28/2025
CLOSING DATE: 04/25/2025
SERIES/GRADE: 0301/09
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, 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 purpose of the position is to provide administrative, office, and other technical support to the Chief Operating Officer (COO) and serve as a resource to other members of the Office of the Director, including the SAO Director, the Deputy Director, and other SAO members of the CfA Executive Management team and their staff in similar roles.
MAJOR DUTIES
- Reports to and performs tasks as directed by the COO to enhance the operations necessary to execute the mission and strategic vision of the CfA.
- Provide day-to-day management of the COO’s schedule, adjusting and modifying it as needed in a timely and diplomatic fashion.
- Manage all aspects of meetings logistics, including proactively working with the COO and other administrative staff on agenda-setting, creating, or acquiring data and content to inform meeting discussions and decisions, securing space, sending meeting reminders with pre-reading materials, as well as attending meetings to record, draft, and distribute minutes, as well as tracking deliverables.
- Provides administrative and technical assistance on special projects, including, but not limited to, collecting data and information for consolidation and display in various formats, including presentations. This may include conducting internal surveys, internet searches, or reviewing files and other available resources.
- Prepares and submits various administrative documents, including but not limited to travel authorizations, purchase requisitions, and human resources/requests for personnel action.
- Monitors and processes documents that require COO approval and signatures.
- Works closely and harmoniously with other administrative staff within the DO, serving as a resource to the team to ensure efficient workflow, consistent with available resources, and completion of time-sensitive tasks.
- Complies with all laws, regulations, and agency policies regarding treating and accepting all individuals.
- Other duties as assigned
QUALIFICATION REQUIREMENTS
Basic Requirements:
Experience: One year of specialized experience equivalent to the next lower grade level in the normal progression for this occupation that has equipped the candidate with the particular knowledge, skills, and abilities to perform the duties of the position successfully. The experience may include activities such as those described above.
OR
Education: master's or equivalent graduate degree or two full years of progressively higher-level graduate education leading to a master's or equivalent degree related to the position may be substituted to meet the experience requirements.
OR
Combination of Experience and Education: Education and experience may be combined to meet the basic qualifications.
Knowledge, Skills, and Abilities required:
- Knowledge of general office and administrative practices to maintain accurate, up-to-date, comprehensive records and electronic files with the highest attention to detail.
- Ability/experience managing a high volume of administrative workflow in a timely, expeditious manner.
- Knowledge and skill in applying general principles and practices in travel, fiscal, contract, and procurement.
- Ability to effectively communicate orally and written and present the written materials in clear and convincing presentations with excellent knowledge of grammar, spelling, punctuation, and standard business correspondence format to ensure the accuracy of documents.
- Demonstrated knowledge of enterprise applications and desktop software, including spreadsheets, databases, project scheduling, workflow management, communication, and document preparation tools. Examples include but are not limited to MS Word, MS Excel, Google Suite applications, Smartsheet, Adobe Acrobat, and electronic communication systems.
- Knowledge of integrated financial and travel systems. Experience with ERP Financial systems such as Peoplesoft is desirable.
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. 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.
Travel Pathologists' Assistant - $3,707 per week
Focus Staff -
Cambridge, MA
Social Media Manager 10 Hours per Week (IC-CK)
Mom to Virtual Assistant -
Cambridge, MA
Stipend – PD: Common Writing Assessments Grades 3 (Literacy (SY24-25)
Office of the Assistant Superintendent -
Chelsea, MA
