Academic Appointments Admin Specialist

Smithsonian; Cambridge (MA); On-site; USD 85,000 - 110,000; Full time

Job summary

Smithsonian Astrophysical Observatory is hiring an Administrative Specialist for Human Resources to manage Early Career Researcher programs and oversee administrative processes for interns, fellows, visiting scientists, and short-term researchers.

Responsibilities include coordinating onboarding, payroll and benefits, travel, and documentation, while maintaining confidentiality and collaborating with multiple departments to support SAO’s mission.

Qualifications

• Excellent organizational and multitasking abilities.
• Effective communication and people skills.
• Skill and knowledge in Microsoft Office Suite and other relevant software.
• General Knowledge and skill of office management procedures and basic accounting principles.
• Mindfulness and critical thinking skills.
• Ability to work independently and as part of a team.
• Impressive knowledge and proficiency in MS Office (Word, Excel, PowerPoint).
• Excellent verbal and written communication skills.
• Ability to work independently with minimal supervision.
• Knowledge of office management systems and procedures.
• Customer service orientation and negotiation skills.

Responsibilities

• Manages day-to-day operations of ECR programs and supports HR functions.
• Serve as point of contact between executives and stakeholders.
• Respond to inquiries and develop solutions; prepare materials and basic web content.
• Assist with grant proposals and support payroll and benefits administration.
• Arrange travel and coordinate meetings; maintain files and records.
• Coordinate with departments to ensure seamless operations and maintain confidential information.

Skills

Organizational skills

Multitasking

Communication skills

MS Office proficiency

Office management knowledge

Problem solving

Teamwork

Attention to detail

Verbal and written communication

Independent work

Customer service

Tools

MS Office Suite

HRIS systems

Payroll systems

Budget tracking software

Document management software

Job description

Smithsonian Astrophysical Observatory is hiring an Administrative Specialist for Human Resources to manage Early Career Researcher programs and oversee administrative processes for interns, fellows, visiting scientists, and short-term researchers.

Responsibilities include coordinating onboarding, payroll and benefits, travel, and documentation, while maintaining confidentiality and collaborating with multiple departments to support SAO’s mission.