Human Resources Assistant, IS-203-07

Smithsonian Institution; Cambridge (MA); On-site; USD 57,000 - 74,000; Full time

Benefits offered by this job

Health insurance

Dental & Vision Insurance

Life Insurance

Transit/Commuter Benefits

Annual and Sick Leave

403b Retirement Plan

Discounts for Smithsonian Memberships

Job summary

The Smithsonian Astrophysical Observatory (SAO) in Cambridge, MA seeks a Human Resources Assistant to support staffing, data entry, and HR operations. The role focuses on maintaining personnel records and contributing to efficient HR workflows.

Key duties include handling onboarding, background investigations, and ensuring compliance with federal and Smithsonian policies while supporting personnel data integrity and confidential information handling.

Qualifications

• One year of specialized HR experience equivalent to the next lower grade level 6.
• Knowledge of Federal and Smithsonian Trust Fund policies, procedures, and regulations.
• Ability to review and correct HR and pay actions.
• Knowledge of HR regulations and guidance to resolve personnel issues.
• Familiarity with personnel records and data entry; maintain confidentiality.

Responsibilities

• Process personnel actions in the HRMS and maintain electronic records.
• Coordinate vacancy postings, eligibility, and applicant inquiries.
• Oversee onboarding including verification, system entry, and orientation.
• Manage background investigations and security standards compliance.
• Develop SOPs to improve efficiency and compliance.
• Oversee HR emails and correspondence records.

Skills

Federal HR policies

Trust Fund policies

HR data entry

Recordkeeping

Analytical skills

Tools

Staff Database

National Finance Center payroll system

Job description

Human Resources Assistant, IS-203-07

Application Deadline: 28 September 2026

Department: Smithsonian Astrophysical Observatory

Employment Type: Full Time

Location: Cambridge, MA

Compensation: $57,150 - $74,297 / year

Description

OPENING DATE: September 22, 2026

CLOSING DATE: September 28, 2026

SERIES/GRADE: 0203/07

TYPE OF POSITION: Trust Indefinite (Non-Federal)

DIVISION: Human Resources Department

LOCATION: Cambridge, MA

AREA OF CONSIDERATION: This position is open to all eligible candidates.

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.

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

This is the position of Human Resources Assistant in the Human Resources Department of the Smithsonian Astrophysical Observatory (SAO). The purpose of the position is to provide specialized administrative support and technical assistance to the Department in the areas of staffing, personnel data entry, and other HR functions, The incumbent assists in ensuring the accuracy and efficiency of HR processes and contributes to the overall effectiveness of the department’s operations.

MAJOR DUTIES

• Processes personnel actions in the Human Resources Management System and maintains accurate electronic personnel records in compliance with Federal and Smithsonian recordkeeping requirements.
• Provides administrative support for Federal and Trust Fund requirement actions including posting vacancy announcements, coordinating applicant eligibility, and responding to applicant inquiries.
• Coordinates new hire onboarding including employment eligibility verification, HR system entry, new hire orientation, and compliance with personnel and onboarding recordkeeping procedures.
• Administrators and tracks the background investigation process for employees, fellows, and affiliates ensuring compliance with federal and Smithsonian security standards.
• Review and streamlines HR operational processes and develop standard operating procedures to improve efficiency and compliance.
• Oversee the HR emails account, tracking and responding to incoming requests and maintaining organized correspondence records.
• Maintains electronic Official Personnel Folders for Federal and Trust Fund employees.
• Performs other duties as assigned.

QUALIFICATION REQUIREMENTS

Basic Requirements: Candidates must have one year of specialized experience equivalent to the next lower grade level 6. Experience at this level normally would have included HR work that provided knowledge of personnel programs to answer questions about employment opportunities, vacancy announcements, maintaining applicant files, and coding personnel data. Education may not be substituted for required specialized experience for grades 6 and 7.

Knowledge, Skills, and Abilities required

• Practical knowledge of Federal and Smithsonian Trust Fund GR policies, procedures, and regulations sufficient to independently process staffing, clarification, and personnel actions.
• Knowledge of job analysis and classification principles to accurately classify positions and maintain personnel records.
• Ability to review and correct HR and pay actions, identify discrepancies, and ensure employees receive accurate pay and entitlements.
• Skill in research and interpreting HR regulations, policy manuals, and guidance to provide accurate advice and resolve complex personnel issues.
• Knowledge of automated data entry systems including the National Finance Center payroll and personnel systems and internal systems such as Staff Database with ability to query, retrieve, and analyze information for completing assignments, preparing reports, and supporting staffing, pay, and benefits processes while maintaining confidentiality.
• Knowledge of background investigations processes including reviewing investigation requests, tracking case progress, requesting waivers for delayed or foreign national investigations are completed in compliance with federal and Smithsonian security requirements.

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 rejection of your application and may also result in termination after employment begins.

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.

Relocation expenses are not paid.

The Smithsonian Astrophysical Observatory is an equal opportunity employer. Please visit the SAO website at http://www.cfa.harvard.edu/