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SalaryDescription
OPENING DATE: 03/22/2024
CLOSING DATE: 03/29/2024
SERIES/GRADE: IS-301-09
SALARY: $67,743 - $88,065
TYPE OF POSITION: Trust Indefinite (Non-Federal)
DIVISION: Business Operations
LOCATION: Cambridge, MA
AREA OF CONSIDERATION: This position is open to SI employees only
Conditions of Employment
- Successful completion of pre- and post-employment background investigation, as required.
- May be required to serve a one-year probationary period.
- Direct Deposit/Elect Funds Transfer required for salary payment.
- Certified by the Airlines Reporting Corporation (ARC) as an ARC Specialist.
- Required to file a Confidential Financial Disclosure Report, SI-Form 1085.
OVERVIEW
INTRODUCTION
The Smithsonian Astrophysical Observatory (SAO) is at the forefront, internationally, of the scientific exploration of the universe. SAO combines its resources with those of the Harvard College Observatory to form the Harvard-Smithsonian Center for Astrophysics (CfA). The CfA is the best-known astrophysics center in the world. Its programs range from ground-based astronomy and astrophysics research to space-based research, the engineering and development of major scientific instrumentation for space launch and use in large ground-based facilities, and research designed to improve science education. The research objectives of SAO are carried out primarily with the support of Government and Smithsonian Institution funds, with additional philanthropic support. Government funds are in the form of Federal appropriations or the form of contracts and grants from other agencies. In contrast, Institution funds are available to SAO through grants from the Institution's Restricted Funds, Special Purpose Funds, Bureau Activities, Business Activities, and non-Federal contracts and grants.
SUMMARY
The position serves as a member of a small team responsible for Travel and events responsible for coordinating and logistics planning of conferences, workshops, and science meetings for scientific divisions, administrative Departments, and the SAO Director’s Office, quite often in conjunction with non-SAO co-sponsoring organizations. Serves as a point of contact with the Airlines Reporting Corporation [ARC], which provides the certification
allowing SAO to operate its own stand-alone in-house private travel agency, and the Sabre Travel
Network, which provides SAO with the required ticketing and reservation systems. As a certified ARC
specialist, arranges and coordinates all aspects of domestic and foreign travel for SAO personnel and
others authorized to travel on official business. These include making reservations using the Sabre
reservations and ticketing system and ensuring travel plans are by Smithsonian and Federal travel
policies. Assists with the Government travel credit card registration system for the SAO travelers and
provides content for the CfA | Pedia and websites as appropriate.
MAJOR DUTIES
- Arranging and coordinating all aspects of domestic and foreign travel for SAO personnel and
- Develops travel budgets for inclusion in proposals for contracts/grants. Prepares and documents
- Provide advice and assistance to SAO Departments/Divisions in developing travel budgets.
- Providing Coordination and coordination planning conferences, workshops, and science meetings for scientific divisions and administrative departments.
- Resolves complex financial problems such as delinquent travel vouchers and outstanding advances.
- In consultation with Supervisor, develops detailed policies, and procedures to supplement established administrative regulations Monitors SI/SAO procedures, policies, and standards governing Special Events and conference services and makes recommendations for modifications, when necessary. Acts as a resource to advise and assist SAO staff and outside organizations with the implementation of established policies and procedures, and provides
- Serves as a point-of-contact for the contracts with the Airlines Reporting Corporation [ARC], which provides the certification allowing SAO to operate its own stand-alone in-house private travel agency, and the Sabre Travel Network, which provides SAO with the required ticketing and reservations systems.
- Responsible for ensuring that the hardware, software, and operation system maintenance and support for the selected reservation and ticketing system are provided, and that the systems, programs, and tools to improve its performance are installed. Monitors security and performance of the system, and interfaces with programmers, users, and travelers to provide an up-to-date product. Arranges for repair and maintenance of system equipment. Diagnoses and
- Acts as a Designated Contracting Officer authorized to commit travel funds and to sign appropriate documentation on behalf of SAO.
- Oversees commission program to ensure SAO receives appropriate credits from hotels and any other entities providing commissions.
- As a certified ARC specialist, coordinates all aspects of domestic and foreign travel for SAO personnel and others authorized to travel on official business including making reservations, ensuring travel is in accordance with Smithsonian and Federal travel policies, keeping Supervisor
- With colleagues at SAO and SI, resolve problems between Concur and PeopleSoft reports.
- Participates in overseeing the Government travel credit card registration system for SAO travelers and reconciles the monthly Travel Card statement.
- Maintains project timelines where necessary, to be followed and checked as required by the scope of the event/conference. Attends function/event to ensure all requirements are carried out by overseeing set-up, etc. for the event. Troubleshoots/resolves any issues that might arise. Conducts feedback reviews of completed events to determine the effectiveness of implementation and recommend future improvements.
QUALIFICATION REQUIREMENTS
Basic Requirements:
Candidates must possess at least one year of specialized experience at or above the grade 7 level in similar positions.
Specialized experience is experience that has provided the knowledge, skills and abilities to successfully perform the work of the position. Such experience includes handling Special Events and conferences; coordinating domestic and foreign travel for those on official business; and making reservations using the Sabre reservations and ticketing system.
OR
Master's or equivalent graduate degree OR 2 full years of progressively higher level graduate education leading to such a degree OR LL.B. or J.D., if related.
OR
Combination of experience and education.
For information on qualification requirements, see Qualification Standards Handbook for General Schedule Positions at the web at http://www.opm.gov/qualifications.
Knowledge, Skills, and Abilities required:
Knowledge of and experience in handling Special Events and conferences to ensure appropriate location, timing, and protocol.
Knowledge of SAO/HCO protocol to assist SAO Director and appropriate senior scientists in planning arrangements for presentations, dinners, and poster events.
Knowledge of management processes includes the ability to keep abreast of administrative details to be able to recognize the need for and develop improvements in operations to meet changing conditions and promote the smooth functioning of the office.
Ability to analyze and evaluate information and situations to develop solutions or make recommendations.
Ability to interact diplomatically, effectively, and on a sustained basis with absolute discretion with SAO staff members at all levels, visiting committee members, members of the general public, and volunteers, often to address special requests or to cultivate an ongoing relationship with SAO.
Ability to handle multiple responsibilities and activities simultaneously, often on short deadlines. Incumbent must be detail-oriented and able to meet deadlines. A high degree of initiative, organization, thoroughness, and flexibility is required. Skill in delegation of tasks to people variously placed within the organization, as appropriate.
Working knowledge of Federal contracting and procurement principles. Skill in budget preparation and control.
Knowledge of SI/SAO standards, policies, and procedures governing travel, accounting, insurance, facilities use, security, development, public affairs, fund-raising and Special Events, and conference planning.
Ability to be clear and objective in communicating orally and in writing, with good interpersonal skills, including willingness and ability to work as a team member.
High degree of competence and skill in explaining SAO policies to outside groups. Responds thoughtfully and independently to sponsor inquiries. Needs to be persuasive and diplomatic in dealing with outside groups.
Knowledge of Sabre reservations and ticketing system, including management and networking aspects of the system.
Thorough working knowledge of travel regulations, policies, and practices to train other Travel Team Staff on the Sabre system and other aspects of SAO travel requirements, to include:
- Smithsonian Directive [SD] 312, Travel,
- Smithsonian Institution’s Travel Handbook
- Federal Travel Regulation [FTR], [41 Code of Federal Regulations [CFR], Chapters 300 through 304],
- SD 212, Federal Personnel Handbook - Chapter 572 [Travel Expenses for Interviews and Payments for New Appointments], and
- SD 219, Travel Immunizations
Applicants, who wish to qualify based on education completed outside the United States, must be deemed equivalent to higher education programs of U.S. Institutions by an organization that specializes in the interpretation of foreign educational credentials. This documentation is the responsibility of the applicant and should be included as part of your application package.
Any false statement in your application may result in your application being rejected and may also result in termination after employment begins.
The Smithsonian Institution values and seeks a diverse workforce. Join us in "Inspiring Generations through Knowledge and Discovery."
Resumes should include a description of your paid and non-paid work experience that is related to this job; starting and ending dates of job (month and year); and average number of hours worked per week.
What To Expect Next: Once the vacancy announcement closes, a review of your resume will be compared against the qualification and experience requirements related to this job. After review of applicant resumes is complete, qualified candidates will be referred to the hiring manager.
Commitment to Diversity, Equity, and Inclusion
The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact the Human Resources Specialist listed. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. To learn more, please review the Smithsonian’s Accommodation Procedures.
The Smithsonian Institution is an Equal Opportunity Employer. We believe that a workforce comprising a variety of educational, cultural, and experiential backgrounds support and enhance our daily work life and contribute to the richness of our exhibitions and programs. See Smithsonian EEO program information: www.si.edu/oeema.
The Smithsonian Astrophysical Observatory is an equal opportunity employer committed to diversity in our workplace. Please visit the SAO website at http://www.cfa.harvard.edu/
About Smithsonian Astrophysical Observatory
The Smithsonian Astrophysical Observatory is joined by Harvard College Observatory to form the Center for Astrophysics | Harvard & Smithsonian. The Center is a collaboration between Harvard and Smithsonian designed to ask — and ultimately answer — humanity’s greatest unresolved questions about the nature of the universe. Founded in 1973, the Center for Astrophysics | Harvard & Smithsonian is an ongoing collaboration designed to foster innovation and propel discovery. Our mission is to advance knowledge of the Universe through research in astronomy and astrophysics and in related areas of fundamental physics and geophysics.
At the CfA, scientists in a broad range of disciplines study the universe at every scale, from every wavelength, and using telescopes and instruments that span and orbit the globe, all with a single purpose: making groundbreaking discoveries that advance human knowledge.
At the CfA, scientists in a broad range of disciplines study the universe at every scale, from every wavelength, and using telescopes and instruments that span and orbit the globe, all with a single purpose: making groundbreaking discoveries that advance human knowledge.
