Smithsonian Institution · 5 days ago
Administration, Finance, and Operations Manager (Administrative Specialist)
Cambridge, MA
Full-time
Onsite
Mid, Senior Level
$101K/yr - $118K/yr
1+ years expThe Smithsonian Institution is a renowned organization dedicated to scientific exploration and education. They are seeking a Manager for Administration, Finance, and Operations at the Smithsonian Astrophysical Observatory, responsible for providing senior-level administrative, financial, and operational leadership to support the Office of the Director and ensure compliance with institutional requirements.
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Responsibilities
Serve as a senior administrative advisor providing direct support to the Office of the Director, in close coordination with the Chief Operating Officer, Deputy Director, and Executive Management team
Manage day-to-day administrative operations supporting the COO and the Office of the Director, serving as a central coordination point across SAO divisions, CfA leadership, Harvard University offices, and Smithsonian stakeholders
Oversee administrative policies, internal controls, and business processes to ensure compliance with SAO and Smithsonian requirements
Lead development, execution, and oversight of trust and federal budgets supporting the COO and Director’s Office, including financial planning, analysis, and expenditure authorization
Coordinate operational planning, facilities and logistical support, and service contracts aligned with leadership priorities
Provide senior-level oversight of contracting and procurement actions supporting executive initiatives
Oversee human resources administration and review of sensitive or high-impact personnel actions routed through the COO and Director’s Office
Coordinate executive committees, high-profile visits, special projects, and institutional liaison activities
Qualification
Required
Minimum of one year specialized experience equivalent to at least grade 11 that is close or similar to the work of this position
Specialized experience would include supporting administrative operations and policies, as well as budget formulation and analysis
Ph.D. or equivalent doctoral degree
3 full years of progressively higher-level graduate education leading to such a degree
A combination of education and experience
Advanced understanding of administrative and fiscal management, including budgeting, financial analysis, and internal controls across multiple funding sources
Strong grasp of Federal, Smithsonian, and Harvard administrative requirements related to procurement, contracting, human resources administration, program evaluation, and travel
Proven capacity to analyze complex administrative, financial, and operational issues and develop integrated, practical solutions
Demonstrated effectiveness advising senior leadership and developing recommendations that influence program direction and institutional outcomes
Experience leading projects and improving administrative processes in complex organizational environments
Ability to plan, prioritize, and execute work independently under broad administrative direction
Demonstrated success building effective working relationships and navigating issues with senior leaders, government agencies, academic institutions, and external partners
Clear, concise communicator able to convey complex information to executive audiences
Sound judgment and discretion in handling sensitive or high-impact matters
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 Institution
Smithsonian Institution is a group of museums and research centers administered by the United States government.
5001-10000 employees
H1B Sponsorship
Smithsonian Institution has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (11)
2024 (11)
2023 (5)
2022 (7)
2021 (7)
2020 (12)
Funding
Current Stage
Late StageTotal Funding
$0.05MKey Investors
Bezos Earth Fund
2025-05-21Grant· $0.05M
Leadership Team
E
Elizabeth Ziebarth
Visitor Accessibility, Smithsonian Institution
Ellen Stofan
Under Secretary for Science and Research
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