Smithsonian's National Zoo and Conservation Biology Institute · 16 hours ago
Administration, Finance, and Operations Manager (Administrative Specialist)
Cambridge, MA
Full-time
Onsite
Mid, Senior Level
$101K/yr - $118K/yr
1+ years expThe Smithsonian Astrophysical Observatory (SAO) is at the forefront of the scientific exploration of the universe. The Manager for Administration, Finance, and Operations will provide senior-level leadership to the Office of the Director, supporting key executives and ensuring effective administrative and financial operations.
Museums & Institutions
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'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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