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    Duties

    Summary

    The Submillimeter Array (SMA) is a joint project of the Smithsonian Astrophysical Observatory (SAO), headquartered in Cambridge, Massachusetts, and the Academia Sinica Institute of Astronomy and Astrophysics (ASIAA), headquartered in Taipei, Taiwan. Comprised of eight relocatable antennas and associated instrumentation, the SMA is an interferometer array for astronomical observations at submillimeter wavelengths, 180 GHz to 420 GHz. The SMA is a technically specialized scientific research facility in continuous operation, 24 h/day. Support offices and laboratories are located in Hilo, Hawaii, while the telescope itself is located near the summit of Maunakea at 4075 m (13375 ft) altitude.

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    Responsibilities

    The employee will perform a wide range of administrative duties to support SMA operations, including purchasing, fiscal, budgetary, and general administrative responsibilities.

    1. Prepare and process purchase requisitions using the Smithsonian ERP system (PeopleSoft). Identify potential suppliers and obtain cost and delivery information. Obtain internal SAO approvals as appropriate. Track requisitions through fiscal, purchasing, and shipping and receiving departments. Monitor delivery dates and expedite orders as required. Receive invoices and process for payment. Reconcile accounts with monthly financial reports. Create and maintain a system, such as a database or spreadsheets, to track all procurements by fiscal year. Resolve purchasing problems with the appropriate fiscal departments and alert supervisor of any potential problems.
    2. Budget formulation. Assemble and develop background material and documentation to support program budgets and assist with developing narrative justifications for proposed budgets. Prepare and present monthly budgetary summaries. Develop, analyze, prepare, maintain, and update periodic internal financial reports.
    3. Serve as a Property Custodian and Excess Property officer for the SMA in Hawaii, responsible for providing control of all motorized vehicles and office equipment. Ensure all necessary paperwork is completed for the acquisition or transfer of any assigned government property. Provide backup support for timekeeping, vehicle management, travel arrangements, shipping, etc.
    4. Assist in initiating and tracking requests for personnel actions, selecting and completing appropriate forms, and advising supervisor or request initiator on supporting documentation, routing and timeframes. Assist supervisors in the preparation of job descriptions and performance plans or appraisals.

    Travel Required

    Occasional travel - Travel may be required to attend administrative meetings or other functions at SAO or other institutions.

    Supervisory status

    No

    Promotion Potential

    09

    Who May Apply

    This job is open to…

    This position is open to current and former Federal employees with permanent status or reinstatement eligibility.  Individuals who are eligible for a special appointing authority may also apply; such as applicants with a disability, former Peace Corps volunteers, certain military spouses, veterans seeking a VRA/VEOA appointment, or veterans who have been separated from armed forces under honorable conditions after 3 years or more of continuous active service.


    Questions? This job is open to 4 groups.

This job originated on www.usajobs.gov. For the full announcement and to apply, visit www.usajobs.gov/GetJob/ViewDetails/506932900. Only resumes submitted according to the instructions on the job announcement listed at www.usajobs.gov will be considered.