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Smithsonian Institution · 3 weeks ago

Research Administrative Services Supervisor, (IS-1102-14)

Cambridge, MA

Full-time

Hybrid

Senior Level

$141K/yr - $183K/yr

5+ years exp

The Smithsonian Institution is a leading organization in scientific exploration, particularly through the Smithsonian Astrophysical Observatory (SAO). They are seeking a Research Administrative Services Supervisor to manage research administration, oversee sponsored awards, and ensure compliance with regulations while leading a team of professionals.

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Responsibilities

Oversee a staff of ten professionals responsible for developing, submitting, and overseeing sponsored awards at SAO, including more than 200 proposals worth over $90M in annual research expenditures

Oversee research proposal development by proactively seeking and disseminating information about potential funding opportunities from various sources, including government agencies, foundations, and industry partners

Responsible for pre-award sponsored program functions at SAO, including coordination, review, and submission of all proposals to a variety of sponsors, e.g., Federal government agencies, Federally Funded Research and Development Centers educational institutions, nonprofit organizations, private foundations, and for-profit companies

Responsible for post-award sponsored program functions at SAO, monitoring of grant budgets, providing projections, and providing faculty with account information and requests. The grant administrator will review account setups, request no-cost extensions, and provide budget information

Oversee the administration and closeout of contracts, grants, cooperative agreements, and other awards from SAO's sponsors

Ensure that the management and administration of sub-awards involving funds from incoming contracts and grants comply with applicable SI procurement policies and procedures and the delegation of procurement authority issued by the Director, Office of Contracting and Personal Property Management (SI OCon&PPM)

Monitor the accounts and records necessary to administer Government financial and non-government contracts and grants and the revenues and expenses associated with awards, including issuing sponsor-required financial reports and invoices and completing financial close-out procedures

Establish procedures for reviewing accounting data to ensure compliance with sponsor requirements and collaboration with fund administrators to manage financial resources with the award agreement (Funds 802 and 803)

Provides overall human resources management to staff in the section, including interviewing and hiring new team members developing performance standards; reviewing performance, recommending performance awards; recommending and taking necessary disciplinary action

Oversees preparation and dissemination of guidance material to all key SAO personnel to inform, clarify, and explain significant regulatory requirements, policies, procedures, and associated changes

Maintain communications with all Division Administrators, Program Managers, and Department Leaders within SAO regarding their satisfaction with Research Administration Services

Provide expertise to the SAO Executive Leadership team in developing policies and procedures governing our sponsored research enterprise

Qualification

Contracting knowledgeGrant administrationProposal preparationBudget managementNegotiation techniquesFinancial managementCompliance knowledgeAnalytical skillsSupervisory skillsCommunication skillsInterpersonal skillsTime management

Required

Completion of all mandatory training prescribed by the head of the agency for progression to grade 13 or higher-level contracting positions, including at least 4 years of experience in contracting or related positions

At least 1 year of that experience must have been specialized experience at or equivalent to work at the grade 13 level, and must have provided the knowledge, skills, and abilities to successfully perform the work of the position as described

A 4-year course of study leading to a bachelor's degree that included or was supplemented by at least 24 semester hours in any combination of the following fields: accounting, business, finance, law, contracts, purchasing, economics, industrial management, marketing, quantitative methods, or organization and management

Comprehensive knowledge of contracting and subcontracting laws, principles, and regulations tailored to SAO's critical systems and programs, focusing on unique scientific instrumentation for national/international space programs and advanced ground-based astronomical telescope systems

Knowledge of federal regulations and agency policies governing grant and contract administration

Extensive experience in proposal and budget preparation, including the use of electronic systems for proposal submission and research administration, including Grants.gov

In-depth expertise in procurement regulations, intricate knowledge of systems acquisition processes, technical program management, and cost accounting

Knowledge of various contract types, methods, and selection factors to strategically procure complex requirements during pre-award and post-award phases

Mastery of negotiation techniques, leading pre-negotiation strategies, conducting system acquisition negotiations, and directing post-award contract modifications

Understanding SAO's program objectives, technical jargon, and procurement specifics

Knowledge of financial management methods to assess contractor and subcontractor compliance and performance

Exceptional verbal and written communication abilities necessary for drafting guidelines, representing the department, and conducting training

Analytical skills refined to assess audit reports, regulations, and other materials to devise departmental procedures

Ability to efficiently supervise, motivate, and oversee the work of assigned personnel

Ability to prioritize, delegate tasks, and deliver timely results in a deadline-driven environment

Demonstrated ability to establish and maintain effective working relationships with employees and program officials at all levels within SAO, with contacts at SI, contractors, and government agencies