Recruitment Administrator (Human Resources Specialist), IS-0201-09

Job Description

Job DescriptionDescriptionOPENING DATE: 11/12/25
CLOSING DATE: 12/12/25
SERIES/GRADE: 0201 /9
TYPE OF POSITION: Trust Indefinite (Non-Federal)
DIVISION: Human Resources
LOCATION: Cambridge, MA
AREA OF CONSIDERATION: This position is open to all eligible candidates.
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.

OVERVIEWINTRODUCTION
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 incumbent serves as a Recruitment Administrator in the Human Resources Department of the Smithsonian Astrophysical Observatory (SAO). At this level, the incumbent provides recruitment and placement services, advises managers and applicants on recruitment procedures, and ensures compliance with applicable laws, regulations, and policies. Assignments are developmental, and guidance is provided for complex or unusual recruitment actions.


MAJOR DUTIES Provides end-to-end recruitment and placement services for Federal and Trust positions, including preparing vacancy announcements, reviewing applications, and making qualification determinations. Advises managers and supervisors on recruitment procedures, qualification standards, and appropriate sources of candidates. Screens resumes and applications, coordinates interview coordination, and assists in preparing and extending job offers in consultation with management. Maintains communication with applicants throughout the recruitment process and ensures timely updates and follow-up. Maintains communication with hiring managers throughout the recruitment process and ensures timely updates and follow-up.

Provides regular communications to the COO and SAO leadership on active recruitments. Maintains and updates vacancy information in the applicant tracking system (ATS); prepares basic reports on recruitment activity. Participates in workforce planning discussions to understand upcoming recruitment needs. Assists in outreach and diversity recruitment efforts to strengthen applicant pools. Supports activities related to SAO’s employment brand, including advertising campaigns, website postings, and recruitment events. Learns to apply strategies for recruiting scientific, technical, and hard-to-fill positions under supervision. Assists in developing and presenting training sessions on recruitment procedures and applicant tracking systems. Provides support for temporary staffing vendor coordination and contributes to evaluating vendor effectiveness. Assists in identifying process improvements and efficiencies in recruitment operations.

Advises management on recruitment strategies, hiring authorities, and position management to attract and retain a high-quality workforce. Prepares vacancy announcements using USA Staffing or equivalent systems, ensuring alignment with classification standards and merit system principles. Reviews job analyses and position descriptions to determine appropriate qualification requirements and rating criteria. Evaluates applicant qualifications using OPM standards and makes eligibility determinations for competitive and excepted service positions. Issues certificates of eligibles and coordinates with selecting officials to ensure timely and merit-based selections.

Provides guidance to hiring managers on special hiring authorities (e.g., Veterans Recruitment Appointment, Schedule A, Direct Hire). Coordinates onboarding activities, including tentative and final job offers, pay setting, and entrance-on-duty processing. Conducts audits of recruitment actions to ensure compliance with federal regulations, agency policies, and DEU procedures. Participates in workforce planning initiatives, analyzing staffing trends and recommending solutions to address skill gaps. Drafts standard operating procedures, desk guides, and training materials to support hiring managers and HR colleagues

Performs other duties as assigned.


QUALIFICATION REQUIREMENTSBasic Requirements:
To be considered for the position, you must meet the following qualification requirements:
One year of specialized experience equivalent in difficulty and complexity at least at the grade 7 level. Specialized experience is experience that equipped the applicant with the particular qualifications to perform successfully the duties of the position, and this is typically in or related to the work of the position.
Examples of this qualifying experience is knowledge of the laws pertaining to entry of foreign specialists on permanent resident and temporary visas; intermediate knowledge of Federal position classification, and techniques for developing position descriptions; intermediate knowledge of Federal staffing regulations and procedures, private sector recruiting techniques, and the use of special recruiting strategies for hard-to-fill positions; knowledge of the principles, practices and regulations governing employee relations, benefits, and training.
OR
Education:
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.

Knowledge, Skills, and Abilities required:

• Ability to conduct or assist with job analyses and apply rating factors to assess applicant qualifications.
• Knowledge of EEO and OFCCP requirements related to recruitment and outreach.
• Skill in using applicant tracking systems (ATS) and sourcing tools; experience with USA Staffing is desirable.
• Skill in oral and written communication to prepare vacancy announcements, correspondence, and reports.
• Ability to interpret and apply staffing regulations, hiring authorities, and standard HR procedures to recruitment and placement actions.
• Ability to analyze position descriptions and assist in determining appropriate qualification and rating criteria.

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.

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. Relocation expenses are not paid.

The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact jmathew@cfa.harvard.edu. 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 Astrophysical Observatory is an equal opportunity employer. Please visit the SAO website at http://www.cfa.harvard.edu/