Clarification from the agency

Open to all qualified candidates eligible to work in the US.

1. Manages the day-to-day operations of the Observatory, and the maintenance of its facilities. This includes:

   • Maintenance of structures, including the administrative complex/Visitors Center, VERITAS control building, telescope buildings and domes, warehouses, dormitories and common areas.
   • Maintenance of the utility systems that support the observatory and the telescopes.
   • Maintenance of vehicles, heavy equipment, and roads.
   • Security and safety, including planning and directing employee awareness and training programs on safety, health issues, fire prevention, and security; investigating workers’ compensation incidents, ensuring that reporting requirements are met and causes corrected and supporting other supervisors as needed; overseeing the implementation of corrective actions identified by periodic Smithsonian Institution (SI) Office of Safety and Environment Management reviews and coordinating with SI staff as warranted.
   • Coordination with the FLWO Scientific Director, and other project directors to provide the assistance of the maintenance staff for specialized tasks including instrument support for the telescopes, repairs to telescope domes and drive systems, transporting delicate mirrors and instruments and/or structural repairs.
   • Support to scientific, SAO Public Affairs, and/or Advancement Office staff in educational or public outreach activities.
   2. Supervises administrative and skilled trades employees.
   • Plans and directs workflow.
   • Assigns tasks based on mission priorities, difficulty of the assignment, and the capabilities and availability of the employee.
   • Defines positions, and recommends the selection of candidates for new appointments, promotion, or reassignment.
   • Develops performance standards and evaluates performance.
   • Advises, counsels, and instructs individual employees on both work and administrative matters.
   • Hears complaints and grievances and, when possible, resolves conflicts locally.
   • Disciplines employees as necessary.
   • Identifies requirements for staff development; and makes arrangements for necessary training.
   3. Coordinates FLWO activities with SI's Office of Planning, Design and Construction (OPDC) and SI’s Office of Facilities Management and Reliability (OFMR) for projects involving the maintenance, revitalization, and/or repair of existing facilities and long-range planning for new design or construction:
   • Works with FLWO/SAO scientific and management staff to define priorities for the operation, maintenance, repair, and minor construction related to the telescopes, base camp and/or dormitories. Evaluates the adequacy and physical condition of facilities and recommends appropriate corrective action. Provides detailed cost estimates for all requested work in support of planning efforts.
   • Plans and oversees renovation and restoration activities and works with SI program management to determine priorities and expedite funding as needed for critical or safety driven tasks.
   • Facilitates appropriate engagement with assigned SI architects and engineers and ensures FLWO provides input during all project phases. Convenes working sessions with representatives of scientific projects and other FLWO staff to ensure that scientific research requirements are met.  Coordinates the work of locally contracted architectural and design firms.
   • Prepares bid packages for repair contracts including Statements of Work and Government Estimates.
   • Administers funding provided for routine maintenance and repair programs. Ensures adequate Internal Management Controls are in place to monitor work requests, project accomplishment, and contract tracking. Independently manages solicitation of quotes and bids for projects of $100,000 or less.
   • Manages the preventive maintenance program for facilities and vehicles and facilitates the transfer of property between projects and other agencies by assuring proper records are maintained.
   4. Serves as the COTR (Contracting Officers' Technical Representative) for repair/renovation projects and custodial work.  
   5. Formulates, prepares, analyzes, and administers FLWO budgets for federally-appropriated and private revenue funds.  Establishes controls to monitor expenses and recommends budget restructuring as needed to accommodate unanticipated deviations such as varying costs for equipment, supplies, or services; or changes in the availability of funds. 
   6. In coordination with the FLWO Scientific Director, maintains administrative liaison with various local scientific, education, industrial, and government organizations.  Serves as FLWO liaison with other government agencies, including the U.S. Forest Service (USFS), as appropriate.  Convenes annual planning and review meetings with the Nogales District Ranger and other key staff members.  Maintains current land use permits and agreements. Works with the USFS to obtain approval for building modifications and or repairs when required, including exterior color selections, non-disturbance of endangered wildlife and vegetation, etc.  

Conditions of employment

• May be required to serve a one-year probationary period.
• Pre- and post-appointment background investigation.
• Must participate in Direct Deposit/Electronic Funds for salary payment.
• May be required to work nights and weekends.
• The incumbent of this position is required to file SI Form 1085, Confidential Financial Disclosure Report.
• May be required to serve an 18-month supervisory probationary period.

Qualifications

Candidates must possess a minimum of one year of specialized experience equivalent to at least the grade 12 in the normal line of progression for the occupation.  Such experience includes but is not limited to managing the effective day-to-day operation, safety, and financial and administrative management of a large facility and supervising a diverse staff of trades and administrative staff.  

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.

Your overall experience and training must indicate that you have the minimum knowledge, skills, abilities needed to perform the duties of this position. There is no substitution of education for experience for this position. Qualification requirements must be met by the closing date of the announcement. 

Full qualifications can be found at:  https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/1600/facility-operations-services-series-1640/

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: 

• Knowledge of, and skill in applying a comprehensive range of facility and business administration principles, concepts, and practices  to the operation of a complex, geographically remote, scientific facility sufficient to: 
• Determine and implement appropriate facility maintenance procedures for a remote scientific facility; 
• Balance cost factors between preventive and major maintenance;
• Determine deficiencies and prepare packages for unusual or new repair or construction;
• Prepare initial project descriptions and justifications for necessary facility modifications when infrastructure capabilities cannot support mission requirements, and prepare detailed descriptions of the work required
• Develop maintenance concepts, including forecasting usage rates, and establishing initial repair and replacement factors
• Evaluate, adapt, or modify procedures and practices concerning property facilities, utility systems, buildings, equipment, plans, and grounds
• Develop long and short range plans for maintenance, staffing, equipment requirements and funding

• Skill in the management and supervision of a diverse  workforce of administrative and trade personnel including  planning, organizing, directing, assigning and reviewing work; conflict identification and resolution; motivating and evaluating staff; and promoting professional growth.

• The ability to develop, analyze, monitor, and administer budgets for FLWO operations including such areas as recurring maintenance, repairs, new construction or alteration projects, replacement of existing equipment, and increases in service requirements.
• Skill in contract administration and the ability to serve as a Contracting Officer's Technical Representative (COTR) for construction, maintenance and repair contracts for both structures and infrastructure such as roads.
• Excellent oral and written communications skills, including the ability to establish and maintain effective working relationships with a diverse group of scientific, technical, trade, administrative, and volunteer staff both on a daily basis and in situations that may be contentious, challenging or involve stringent deadlines.