Job description
Duties
- Reports to and performs tasks as directed by the COO, but in close coordination with the CfA Executive Management team and other administrative staff in the Director’s Office (DO) to support and execute the mission and strategic vision of the CfA.
- Has full responsibility for the practical and technical aspects of Federal and Trust budgets for the Director's Office:
- Prepares the annual operating plan for the SAO DO, including Federal and Trust budgets as well as various Smithsonian funds, formulating, justifying, and executing both long- and short-term budgets independently.
- Performs analysis of financial statements, noting trends and problem areas, determines the need for and develops modifications of budgets and management plans to correct deficiencies or problems, justifies variances and provides advice in projected expenditures.
- Structures budget allocations for new initiatives and priorities and interfaces with the Administrative Departments to ensure smooth execution based on availability or timing of funding.
- Establishes and maintains controls to monitor expenses and authorizes all expenditures including salaries, services, travel, procurement and subcontracts.
- Analyzes complex budgets identifying variances from projections and restructuring budget allocations or work plans to deal with changing situations.
- Ensures the smooth administrative functioning of the Director's Office. Serves as an information source to staff on administrative issues.
- Oversees personnel administration for the Director's Office.
- Participates with the Director's Office leadership in developing short and long-range human resource needs.
- Coordinates the smooth and effective running of the monthly CfA/SAO Executive Committee meetings. Summarizes and circulates meeting minutes, and captures/assigns action items that result.
- Serves as the point of contact between the DO and other CfA divisions and SAO departments, HCO, and Harvard University to ensure accomplishment of DO and CfA goals.
- Oversees the preparation, collection, and submission of a wide variety of administrative documents for the DO, including but not limited to Travel Authorizations, purchase requisitions, and human resources/requests for personnel action.;
- Monitors and processes documents that require DO approval and signatures.
- Manages the coordination of DO event activities and other special projects.
- Assists in the formulation of new or revised policies and procedures:
- Assists in translating procedures into automated processes via Smartsheet.
- Advises on strategies for organization improvements and enhanced organization performance.
- Based on priorities established by the Director, Deputy Director, and the SAO Executive management team, as well as in response to new or revised Smithsonian Directives, Harvard building policies, and other externalities, develops SAO-specific rules, guidelines, strategies, and procedures.
- Analyzes effectiveness and efficiency of processes and initiates steps for improvement by building consensus with stakeholders and recommending change.
- Creates, launches, and analyzes internal electronic survey forms to report and monitor critical organizational metrics.
- Complies with all laws, regulations, and agency policies regarding the treatment and acceptance of all individuals.
Requirements
Conditions of Employment
- For the latest information on the COVID-19 vaccination requirements and its impact on your application, click on Smithsonian Institution’s Frequently Asked Questions.
Qualifications
Experience: One year of full-time experience at the GS-11 level that is close or similar to the work of this position. The experience includes activities such as: logistics planning and design, strategic planning, project management, budgetary and fiscal policy, proposal development, program evaluation and development of collaborations and general administrative support.
Education
There is no education substitution for experience at the grade 12 level.
Additional information
The Smithsonian does not pay relocation expenses.
The Smithsonian may pay a recruitment bonus if eligible.
The Smithsonian embraces diversity and equal employment opportunity.
Benefits
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
The Smithsonian offers a comprehensive benefits package that includes, in part, vacation and sick leave, holidays, commuter benefits, health/life insurance, and accidental insurance.
Review our benefits
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
Your application will be evaluated first for the basic qualifications described above. The applications that meet the basic qualifications will be evaluated further against the following criteria:
- Advanced skill in planning, organizing, directing, and conducting complex studies sufficient to justify and/or resolve matters involving significant or controversial issues.
- Advanced knowledge of the principles and practices of financial management, including preparing, justifying, reporting on, and executing budgets, developing alternative solutions to meet program goals and objectives, and the relationships among program, budgeting, accounting and reporting systems.
- Knowledge of administrative programs, activities, policies and objectives, and of Federal, SI, and Harvard policies, rules, and regulations pertaining to Director's Office activities in the areas of budgeting, contract administration, program evaluation, personnel administration , procurement, accounting, and travel.
- Ability to establish effective relationships and negotiate with staff and partners from government agencies, educational institutions, and contractors with the goal of fostering collaborations that enhance SAO's role in the scientific community.
- Demonstrated knowledge of project and process development and management practices, including the ability to accurately define the scope of projects and generate and maintain realistic budgets.
- Ability to express information effectively in all formats (written and oral), taking into account the audience and nature of the information; to make clear and convincing presentations. Ability to listen to others, attend to nonverbal cues, and respond appropriately and respectfully.
Important Note: Your resume and supporting documentation will be compared to your responses to the occupational questionnaire or other assessment tool for consistency. If a determination is made that you have rated yourself higher than is supported by your resume, you will be assigned a rating commensurate to your described experience. Your resume should provide detailed information regarding how your education and experience relate to this position, including the major duties and qualifications criteria listed.
You may preview questions for this vacancy.
Benefits
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
The Smithsonian offers a comprehensive benefits package that includes, in part, vacation and sick leave, holidays, commuter benefits, health/life insurance, and accidental insurance.
Review our benefits
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
Required Documents
As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.
Your application package must include a detailed resume.
- Detailed resume
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
How to Apply
Click on the "Apply Online" button on the upper right side of the page. Please Note:
- You must apply for this position online through the 'Apply Online' button.
- Faxes are received by an automated system, not a physical fax machine. Documents that are faxed as part of the application process must be sent with the system generated cover sheet by the closing date. Documents faxed without the system generated coversheet are not retrievable and cannot be considered as part of the application package.
- Clicking the "DONE" tab does not submit your application. The "DONE" tab allows you to exit the system and save your information for completion at a later time. To submit your application, click the "FINISH" tab.
- The complete application package, including any required documents, is due in the Smithsonian Office of Human Resources on the closing date of the announcement by 11:59 PM Eastern Time.
- If you are unable to apply online, paper applications may be accepted with prior approval of the Contact Person listed below.
Agency contact information
Judy Gallagher
Phone
617-495-7374
Fax
617-495-7263
Email
jgallagher@cfa.harvard.edu
Address
SMITHSONIAN
60 Garden Street, MS17
60 Garden Street Cambridge, MA 02138
Mail Stop 17
Cambridge, Massachusetts 02138
United StatesNext steps
After you apply, you will receive an automated acknowledgement email that your submission was successful. The staffing process to identify highly qualified candidates may take up to four weeks or more to complete. After the announcement closes and application reviews are done, you may be contacted by the hiring office if further evaluation or interviews are required. All applicants will receive written notification on the final outcome of the position.
Fair and Transparent
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
- Equal Employment Opportunity (EEO) Policy
- Reasonable accommodation policy
- Financial suitability
- Selective Service
- New employee probationary period
- Signature and false statements
- Privacy Act
- Social security number request
Required Documents
Your application package must include a detailed resume.
- Detailed resume
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
This job is open to
-
The public
U.S. Citizens, Nationals or those who owe allegiance to the U.S.
Clarification from the agency
This position is open to all qualified candidates. First consideration may be made 14 days after the opening date. This is a career ladder opportunity with promotion potential to grade 13. Selection for this position will be made at the grade 12. Candidates may be non competitively promoted to the grade 13, upon the recommendation of the supervisor based on classification requirements, satisfactory performance and qualifications of the employee.
www.colinoncars.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, www.colinoncars.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, www.colinoncars.com is the ideal place to find your next job.