Research Administration Specialist, - Cambridge - Smithsonian

Description

Research Administration Specialist, (IS

Department: Smithsonian Astrophysical Observatory

Location: Cambridge, MA

Compensation: $100,371 - $130,488 / year

Application Deadline: 22 January 2026

Overview

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. Trust employees have their own benefit program, which may include health, dental & vision insurance, life insurance, commuter benefits, election of a 403(b) retirement plan and other benefits provided by the Smithsonian. The Research Administration Specialist provides full?lifecycle research administration in support of a portfolio of Principal Investigators (PIs). The position is part of a team?based research administration PI support team and involves independent judgment, ensuring compliance with federal and sponsor requirements, and providing oversight and guidance to junior staff members of the PI support team.

Responsibilities

• 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.
  • Position is open to all candidates eligible to work in the United States.
  • Applicants must meet all qualification and eligibility requirements within 30 days of the closing date of the announcement.
• Proposal Development and Pre?Award Administration:
  • Collaborate with PIs to develop, review, and submit proposals for both federal and non?federal sponsors.
  • Prepare, review, and advise on budgets, budget justifications, under?recovery, use of institutional resources, and sponsor forms.
  • Ensure compliance with Smithsonian, federal, and sponsor requirements before submission.
  • Coordinate with Research Administrative Services (RAS) reviewers to route proposals and make adjustments as needed on the prescribed timelines.
  • Advise PIs on pre?award requirements, including cost allowability, indirect cost recovery, and sponsor restrictions.
  • Anticipate and resolve issues that could delay or compromise submission.
• Award and Post?Award Management:
  • Establish and manage project accounts for federal, trust, and sponsored awards.
  • Review and approve financial transactions for compliance.
  • Oversee award set?ups, closeouts, extensions, and required reports.
  • Track and address account overruns; reallocate charges as appropriate.
  • Manage payroll and personnel actions, including salary distributions, changes to appointments, promotions, new hires, renewals, and reappointments.
  • Prepare spending plans, account projections, and financial status reports for assigned PIs.
• Financial Oversight and Compliance:
  • Review monthly and quarterly expenses for certification, including salary expenses.
  • Monitor and enforce compliance with sponsor terms, OMB circulars, GAAP, and Smithsonian directives.
  • Review internal controls, variance analyses, and ensure the allowability of costs.
  • Manage sub?awards, cost sharing, and subcontracts for assigned PI portfolios.
  • Support internal and external audits and escalates complex matters to senior leadership as needed.
  • Ensure institutional policies are implemented consistently across PI portfolios.
• Budgeting, Forecasting, and Analysis:
  • Prepare monthly account projections and multi?year budget forecasts by PI.
  • Provide financial forecasts to PIs, Budget and Financial Services (BFS), and leadership.
  • Conduct variance analysis, trend analysis, and identify risks and opportunities.
  • Develop financial modeling and fiscal management studies to support decision?making.
  • Track and forecast multi?year budgets at PI and project levels.
  • Collaborate with Business Operations Services (BOS) and other system offices to design reporting tools for evaluating budgets and spending.
  • Contribute to long?range financial planning and forecasting across PI portfolios.
• Collaboration and Liaison:
  • Serve as liaison with internal and external offices, including HR, BOS, Procurement, Contracts, Property, BFS, RAS, and sponsors.
  • Collaborate with PI support teams and administrative colleagues across SAO.
  • Provide authoritative guidance to PIs, staff, and junior administrators on financial and administrative matters.
  • Coordinate financial input across PI support teams to ensure consistent and accurate reporting.
  • Represent the PI support team in meetings with central administration and sponsors.
• Leadership and Continuous Improvement:
  • Provide oversight, mentorship, and training to junior members of the PI support team.
  • Participate in cross?functional teams to improve research administration and fiscal management.
  • Contribute to the development and refinement of financial procedures and administrative processes.
  • Implement process improvements to strengthen the team?based PI support model.
  • Ensure proactive risk management and address project risks before they impact research.
  • Maintain expert knowledge of evolving sponsor regulations, OMB guidance, and Smithsonian policies.
• Other Duties as Assigned:
  • Perform additional administrative, financial, or research operations tasks as directed by management to support the mission of the Smithsonian Astrophysical Observatory.

Qualifications

• A minimum of one year of specialized experience at or above grade 11 in a similar position, such as managing pre? and post?award research administration, including developing proposals and budgets.
• Expert knowledge of federal regulations, OMB guidance, and sponsor policies governing sponsored research administration.
• Advanced knowledge and skill in applying accounting, budgeting, and financial reporting principles for multi?sponsor, multi?year PI portfolios.
• Skill in applying acquisition regulations (FAR), cost analysis, audit requirements, proposal strategy, and negotiation practices.
• Comprehensive knowledge of Smithsonian policies, federal cost principles (Uniform Guidance, OMB Circulars), and sponsor systems (NSF , NASA NSPIRES, NIH eRA Commons).
• Proficiency with Smithsonian business systems and common accounting tools (PeopleSoft, webTA, ServiceNow, , Concur, MS Office), with the ability to diagnose and resolve complex system errors.
• Skill in analyzing financial data, preparing projections, reconciling accounts, and advising PIs and institutional leadership on strategic, financial, and compliance decisions.
• Ability to interpret and reconcile conflicting or incomplete guidance and independently develop compliant, practical solutions to complex administrative and fiscal issues.
• Demonstrated ability to supervise and mentor staff, set performance standards, and develop training resources to strengthen team capability.

Additional Information

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 Determinations on requests for reasonable accommodation will be made on a case?by?case basis. To learn more, please review the Smithsonians Accommodation Procedures.

The Smithsonian Astrophysical Observatory is an equal opportunity employer. Please visit the SAO website at