Clarification from the agency

This position is open to all U.S. Citizens or U.S. Nationals. Note: Federal employees with permanent status or individuals eligible for special appointing authorities may also apply to Job Announcement #23-118

1. Provides specialized administrative and budgetary support in a wide variety of areas to the Submillimeter Array of the Smithsonian Astrophysical Observatory. Support for the Submillimeter Array (SMA) currently consists of two offices located in Cambridge, MA, and Hilo, HI with approximately 60 employees (including federal, trust, contractors, post docs, students, interns, etc.) with an annual operating budget of approximately 7.5 million dollars.
2. Coordinates all administrative matters for the SAO SMA group. This includes elements typical for a scientific and technical research group: personnel, travel, procurement, property, proposal generation and submission, communication, meeting logistics, and budget tracking.  Serves as approving official for all commitments, travel authorizations, purchase requisitions, government bills of lading, stipend forms, etc. against SMA funds.  Conducts the planning and preparation of SMA’s budgets for Smithsonian Federal, and Trust funds. Analyzes project expenditures and develops budgets covering estimated requirements for materials, services and supplies for the balance of the year. Makes budgetary recommendations to SMA Director based upon historical analysis of project expenses. Prepares budget draft, formats and documents final proposals. Makes comparisons of estimated expenses against actual balances, identifying variances, and either initiating corrective action or advising SMA Director as appropriate. Generates Central Engineering (CE) annual cost estimates for SMA’s planning purposes for use in preparing proposals to internal funding sources, as well as to advise CE of SMA’s labor requirements.  Participates in both short and long-term planning activities with SMA Director including staffing, equipment, space, and construction/maintenance projections. Researches, compiles and summarizes data concerning personnel salaries and related expenses and similar information needed for formulation of budget estimates.
3. Manages the purchasing/contracting/expediting activities for SMA incompliance with SI and other government agencies as required. Procures a variety of items and services including hardware and software, specialized research, laboratory, scientific/technical materials, construction materials, components used in scientific or research and development type projects such as radar, microwave, communications or other automated/mechanical/electronics-based systems and other services. Serves as the administrative expert in purchasing/contracting procedures and regulations and provides guidance and recommendations to SMA Director and SMA staff scientists/engineers on the requirements of large, complicated scientific/construction procurements including development of statements of work and recommendation of best procurement approach.
4. Active in the organizational planning, the preparation of personnel actions and position descriptions which apply to the SMA of approximately 60 staff divided among SAO Federal, Trust, Harvard University employees and post docs. Initiates required paperwork and follow-up for all personnel actions affecting SMA staff. Provides assistance, training and guidance to other SMA administrative staff on policies and procedures for financial, travel and personnel transactions for the SMA, and other issues as required.
   

Conditions of employment

• Pre- and post-appointment background investigation
• May be required to serve a one-year probationary period.
• U.S. citizenship
• Males born after 12/31/59 must be registered with Selective Service.
• Maintain a Bank Account for Direct Deposit/Electronic Transfer
• Employees in Hawaii receive a COLA of 3.5%

Qualification requirements must be met by the closing date of the announcement.

Qualifications

  OR

Ph.D. or equivalent doctoral degree.

OR

3 full years of progressively higher level graduate education leading to such a degree.

OR

a combination of education and experience.

For information on qualification requirements, see Qualification Standards Handbook for General Schedule Positions viewable on the web at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/0300/miscellaneous-administration-and-program-series-0301/

Part-time and/or unpaid experience related to this position will be considered to determine the total number of years and months of experience. Be sure to note the number of paid or unpaid hours worked each week.

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:

Extensive knowledge of Federal and Trust fund regulations in the areas of budgeting, contract administration, proposal preparation, program evaluation, personnel administration, procurement, accounting, travel, property, etc.

Knowledge of the principles and practices of budget formulation, preparation, justification, presentation and analysis.

Excellent written and oral communication skills.

Skill in the use of office automation programs for tracking, summarizing and reporting data and financial information.

Ability to work with a diverse workforce of scientists, engineers, technical staff, students and administrators.

Applicants who meet or exceed minimum qualifications will be assigned to one of three category groups based on job-related criteria:

• Best Category - Meets the minimum qualification requirements and excels in most of the job-related competencies above.
• Better Category - Meets the minimum qualification requirements and satisfies most of the job-related competencies above.
• Good Category - Meets the minimum qualification requirements, but does not satisfy most of the job-related competencies above to a substantive degree.

This category rating process does not add veterans' preference points or apply the "rule of three", but protects the rights of veterans by placing them ahead of non-preference eligibles within each category. A selecting official may make selections from the highest quality category (Best Category) provided no preference eligible in that category is passed over to select a non-preference eligible in that category unless the requirements of 5 U.S.C. 3317(b) or 3318(b) are satisfied. Preference eligibles who meet minimum qualification requirements and who have a compensable service-connected disability of at least 10 percent must be listed in the highest quality category, except when the position being filled is scientific or professional at the GS-9 grade level or higher. Applicants who have not submitted a resume in the USAjobs system and/or have not answered all of the vacancy questions will not be considered for this position.

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 sufficient information regarding how your education and experience relate to this position, including the major duties and qualifications criteria listed.