About the role
OPENING DATE: July 21, 2026 CLOSING DATE: October 13, 2026 SERIES/GRADE: IS-1102-14 TYPE OF POSITION: Trust Indefinite (Non-Federal) DIVISION: Procurement Contracts and Property LOCATION: Cambridge, MA AREA OF CONSIDERATION: Open to all qualified applicants
SAO is unable to provide visa sponsorship for this position.
What are Trust Fund Positions?
Trust Fund positions are unique to the Smithsonian. They are paid for from a variety of sources, including the Smithsonian endowment, revenue from our business activities, donations, grants and contracts. Trust employees are not part of the civil service, nor does trust fund employment lead to Federal status. The salary ranges for trust positions are generally the same as for federal positions and in many cases trust and federal employees work side by side. Trust employees have their own benefit program, which may include 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).
Conditions of Employment
- Pass Pre-employment Background Check and Subsequent Background Investigation, as required.
- Complete a Probationary Period if applicable.
- Maintain a Bank Account for Direct Deposit/Electronic Transfer.
- The position is open to all candidates eligible to work in the United States. Proof of eligibility to work in U.S. is not required to apply.
- Applicants must meet all qualification and eligibility requirements within 30 days of the closing date of this announcement.
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
This is the position of Supervisory Contract Specialist, which is in the Procurement, Contracts, and Property (PCP) Department of the Smithsonian Astrophysical Observatory [SAO]. The Incumbent is responsible for managing the day-to-day operations of the Subawards section, including all elements of complex procurement projects involving subcontracts and research subawards [funded via incoming contracts and grants] and contracts [funded with federally appropriated funds or other types of trust funds]. The Incumbent is responsible for pre-award and post-award functions related to procurement and sponsored project activities that are of significant importance to SAO. Procurements include major and varied technical services, scientific research, and scientific instrumentation. Incumbent is delegated authority to be determined under a formal delegation of authority.
- Provides overall supervision and operational leadership for the Subawards Section, including planning and assigning work, establishing priorities and deadlines, monitoring workflow, evaluating performance, mentoring staff, identifying training needs, supporting workforce development, and recommending personnel actions, awards, and disciplinary actions. Serves as a senior contractual advisor to SAO leadership, principal investigators, program managers, and administrative staff on subcontracting, procurement strategy, acquisition planning, sponsor compliance, contractual risk, and research administration matters involving federally funded and trust funded activities.
- Performs subcontract, contract, and subaward planning, solicitation, negotiation, award, administration, modification, and close-out activities for complex scientific, technical, research, construction, and service-related procurements and sponsored projects of significant institutional importance. Develops acquisition and subcontracting strategies for complex projects involving multiple funding sources, collaborating institutions, scientific programs, long-range program objectives, and sponsor requirements. Reviews procurement and subcontract requests; analyzes technical and administrative requirements; develops evaluation criteria; recommends revisions to statements of work and specifications; determines appropriate procurement methods and contract types; and establishes milestones, schedules, and procurement plans. Prepares solicitation, award, and modification documentation for complex procurements and subawards, including incorporation of sponsor requirements, contractual provisions, flow-down clauses, cost accounting standards, technical proposal requirements, pricing provisions, and public posting requirements.
- Leads proposal evaluations, source selection activities, technical review processes, competitive range determinations, and negotiations involving contractors, subcontractors, collaborating institutions, and subrecipients, including pricing, schedules, terms and conditions, profit or fee arrangements, and resolution of complex contractual issues. Administers complex contracts, subcontracts, and subawards throughout the award lifecycle by monitoring technical and financial performance, reviewing expenditures and milestone payments, authorizing modifications, resolving performance and compliance issues, investigating disputes and claims, negotiating equitable adjustments and settlements, and ensuring fulfillment of contractual obligations. Conducts and documents are pre-award and post-award conferences and coordinate with scientific, technical, legal, finance, audit, property, export control, and research administration personnel regarding contractual requirements, compliance obligations, acquisition planning, and performance concerns.
- Develops, interprets, implements, and maintains subcontracting and subaward policies, procedures, templates, monitoring tools, and internal controls consistent with FAR, Uniform Guidance, sponsor requirements, export control regulations, and Smithsonian and SAO policies. Represents SAO in interactions with federal agencies, auditors, contractors, collaborating institutions, and institutional stakeholders regarding subcontracting, procurement compliance, sponsored project administration, Contractor Purchasing System Reviews (CPSRs), Uniform Guidance audits, and related institutional reviews. Reviews completed award files to ensure all contractual, financial, administrative, reporting, property, and compliance requirements have been satisfied prior to close-out or termination and negotiates final settlements when necessary.
Research Contracting and Subaward Program Leadership
- Serves as the senior advisor within SAO for subcontracting, subaward administration, and trust-funded procurement activities supporting scientific research, instrumentation development, facilities, and operations. Provides strategic guidance on acquisition and subcontracting approaches, sponsor compliance requirements, contractual risk management, and administration of complex research- related agreements. Oversees the full lifecycle of subcontracts, subawards, and trust-funded procurements supporting SAO's scientific and operati