Administration, Finance, and Operations Manager (Administrative Specialist)

• 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. 

OVERVIEW

MAJOR DUTIES

• 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 REQUIREMENTS

• 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.