Smithsonian's National Zoo and Conservation Biology Institute · 3 weeks ago
Research Administration Specialist, (IS-1101-12)
Cambridge, MA
Full-time
Onsite
Mid, Senior Level
$100K/yr - $130K/yr
1+ years expThe Smithsonian Astrophysical Observatory is at the forefront of the scientific exploration of the universe. The Research Administration Specialist provides full lifecycle research administration in support of a portfolio of Principal Investigators (PIs), ensuring compliance with federal and sponsor requirements while overseeing and guiding junior staff.
Museums & Institutions
Responsibilities
Collaborates with PIs to develop, review, and submit proposals for both federal and non-federal sponsors in accordance with SAO and sponsor policies
Prepares, reviews, and advises on budgets, budget justifications, under-recovery, use of institutional resources, and sponsor forms
Ensures compliance with Smithsonian, federal, and sponsor requirements before submission
Coordinates with Research Administrative Services (RAS) reviewers to route proposals and make adjustments as needed on the prescribed timelines
Advises PIs on pre-award requirements, including cost allowability, indirect cost recovery, and sponsor restrictions
Anticipates and resolves issues that could delay or compromise submission
Establishes and manages project accounts for federal, trust, and sponsored awards
Reviews and approves financial transactions for compliance
Oversees award set-ups, closeouts, extensions, and required reports
Tracks and addresses account overruns; reallocates charges as appropriate
Manages payroll and personnel actions, including salary distributions, changes to appointments, promotions, new hires, renewals, and reappointments
Prepares spending plans, account projections, and financial status reports for assigned PIs
Reviews monthly and quarterly expenses for certification, including salary expenses
Monitors and enforces compliance with sponsor terms, OMB circulars, GAAP, and Smithsonian directives
Reviews internal controls, variance analyses, and ensures the allowability of costs
Manages subawards, cost sharing, and subcontracts for assigned PI portfolios
Supports internal and external audits and escalates complex matters to senior leadership as needed
Ensures institutional policies are implemented consistently across PI portfolios
Prepares monthly account projections and multi-year budget forecasts by PI
Provides financial forecasts to PIs, Budget and Financial Services (BFS), and leadership
Conduct variance analysis, trend analysis, and identify risks and opportunities
Develops and conducts financial modeling and fiscal management studies to support decision-making
Tracks and forecasts multi-year budgets at PI and project levels
Collaborate with Business Operations Services (BOS) and other system offices to design reporting tools for evaluating budgets and spending
Contributes to long-range financial planning and forecasting across PI portfolios
Serves as liaison with internal and external offices, including Human Resources (HR), BOS, Procurement, Contracts, Property (PCP), (BFS), RAS, and sponsors
Collaborates with PI support teams and administrative colleagues across SAO
Provides authoritative guidance to PIs, staff, and junior administrators on financial and administrative matters
Coordinates financial input across PI support teams to ensure consistent and accurate reporting
Represents the PI support team in meetings with central administration and sponsors
Provides oversight, mentorship, and training to junior members of the PI support team
Participate in cross-functional teams to improve research administration and fiscal management
Contributes to the development and refinement of financial procedures and administrative processes
Implement process improvements to strengthen the team-based PI support model
Ensure proactive risk management and address project risks before they impact research
Maintains expert knowledge of evolving sponsor regulations, OMB guidance, and Smithsonian policies
Performs additional administrative, financial, or research operations tasks as directed by management to support the mission of the Smithsonian Astrophysical Observatory
Qualification
Required
Candidates must possess at least one year of specialized experience at or above the grade 11 level in a similar position, such as experience managing pre- and post-award research administration, including developing proposals and budgets
Expert knowledge of federal regulations, OMB guidance, and sponsor policies governing sponsored research administration, including independent management of both pre-award and post-award administration
Advanced knowledge and skill in applying accounting, budgeting, and financial reporting principles for multi-sponsor, multi-year Principal Investigator (PI) portfolios
Skill in applying acquisition regulations (FAR), cost analysis, audit requirements, proposal strategy, and negotiation practices
Comprehensive knowledge of Smithsonian policies, federal cost principles (Uniform Guidance, OMB Circulars), and sponsor systems (e.g., NSF Research.gov, NASA NSPIRES, NIH eRA Commons)
Proficiency with Smithsonian business systems and common accounting tools (PeopleSoft, webTA, ServiceNow, SAM.gov, Concur, MS Office), with the ability to diagnose and resolve complex system errors
Skill in analyzing financial data, preparing projections, reconciling accounts, and advising PIs and institutional leadership on strategic, financial, and compliance decisions
Ability to interpret and reconcile conflicting or incomplete guidance and independently develop compliant, practical solutions to complex administrative and fiscal issues
Demonstrated ability to supervise and mentor staff, set performance standards, and develop training resources to strengthen team capability
Benefits
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)
Company
Smithsonian's National Zoo and Conservation Biology Institute
The Smithsonian’s National Zoo and Conservation Biology Institute leads the Smithsonian's global efforts to save species, better understand ecosystems and train future generations of conservationists.
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
Mary Manson
Chief Technology Officer
Donald Neiffer
Chief Veterinary Medical Officer
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