Senior Research Operations Manager, IS-301-14

Application Deadline: 23 October 2026

Department: Smithsonian Astrophysical Observatory

Employment Type: Full Time

Location: Cambridge, MA

Reporting To: Chief Operations Officer

Compensation: $142,452 - $185,193 / year

Description

OPENING DATE: September 24, 2026
CLOSING DATE: October 23, 2026
SERIES/GRADE: IS-301-14
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

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 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 Center for Astrophysics | Harvard & Smithsonian. 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.

MAJOR DUTIES

• Provides strategic leadership and oversight for complex research operations supporting SAO scientific programs, sponsored research activities, and institutional initiatives.
• Leads long-range planning efforts related to staffing, funding, space, administrative infrastructure, and other resource requirements.
• Develop operational strategies, policies, standard operating procedures, performance measures, and resource plans that support evolving scientific priorities while ensuring compliance with sponsor requirements, Smithsonian policies, and applicable federal regulations.
• Advises senior leadership on operational capabilities, resource allocation, process improvements, and strategic investments necessary to support successful execution of SAO's scientific mission.
• Oversee all aspects of internally and externally funded sponsored project activities within assigned PI support teams. Plans and develop processes for proposals to external funding agencies and serves as expert resource to scientists and administrative staff on NSF, NASA, and other sponsor requirements.
• Oversee proposals preparation, budget development, and supporting justifications; ensure all internal review requirements and submission deadlines are met.
• Supervise managers, responsible for research administration functions and ensures compliance with SAO, Smithsonian, Harvard, and sponsor policies.
• Oversee the administration of sponsored research awards, budgets, expenditures, forecasts, compliance requirements, and financial reporting. Resolves complex issues involving fiscal management, policy interpretation, under-recovery, cost sharing, and sponsor requirements.
• Maintains full responsibility for the practical and technical aspects of unit budgets. Provides leadership with financial plans, projections, analysis, and recommendations.
• Establishes and maintains controls to monitor expenditures, authorizes expenditures as delegated, and conducts regular analyses of planned versus actual spending.
• Develops and prepares annual research and operational budget proposals for Smithsonian Federal and Trust Funds and independently formulates, justifies, and executes both short- and long-range budgets.
• Oversees personnel administration for assigned PI support teams including workface planning, performance management, compensation, employee relations, recruitment, promotions, visas, relocation, and workforce development
• Ensures the effective administrative functioning of assigned PI support teams.
• Evaluates, recommends, and implements improvements to administrative processes and procedures.
• Performs other duties as assigned.

QUALIFICATION REQUIREMENTS

Basic Requirements: Candidates must possess at least two years of specialized experience at or above the grade 13 level in similar positions: Extensive experience in research administration, financial management, and personnel management; demonstrated leadership, team building, consensus-building, supervisory, recruitment, performance management, training, and professional development skills; good judgment, diplomacy, tact, and discretion with sensitive/confidential matters; excellent problem-solving, goal-setting, decision-making, analytical, organizational, project management, and written and oral communication skills; ability to manage changing priorities, pressure, multiple tasks, and deadlines; and proficiency with MS Office, Google applications, Excel, PeopleSoft, Tableau, etc..

Knowledge, Skills, and Abilities required:

• Exceptional knowledge and understanding of the cost principles and practices of budget administration and financial analysis including budget formulation, execution, reporting, and the ability to manage complex financial relationships across multiple programs and funding sources.
• Proven ability to monitor and manage expenditure effectively, set priorities using cost-benefit analysis, and apply specialized knowledge of SAO and Smithsonian financial processes and procedures.
• Expert-level knowledge of sponsored research administration including grant proposals preparation, award administration, and compliance requirements for federal sponsors such as NASA and NSF, including familiarity with the Federal Acquisition Regulations.
• Exceptional experience administering complex research and development contracts over multi-year periods covering research, testing, and production of scientific equipment and instrumentation.
• Extensive working knowledge of government performance management systems, HR policies, recruitment practices, and personnel administration procedures.
• Ability to work effectively alongside scientists and engineers to assist them in conducting scientific research that is central to the mission of the CFA.
• Broad knowledge of research administration, program management, financial management, and administrative operations sufficient to oversee complex scientific programs, evaluate organizational performance, develop, evaluate organizational performance, develop operational strategies, and implement administrative improvement in support of scientific objectives.
• Expert-level advisory skills in sponsor requirements, institutional policies, compliance, uniform guidance and workforce matters with the ability to independently advise senior leadership and resolve highly complex issues.

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.