Human Resource Specialist, ( IS-0201-12/13)

OPENING DATE: October 26, 2026
CLOSING DATE: November 16, 2026
SERIES/GRADE:  IS-201-12  / 13
TYPE OF POSITION: Trust Indefinite (Non-Federal)
DIVISION: Human Resources Department
LOCATION:  Cambridge, MA
AREA OF CONSIDERATION: This position is open to all eligible applicants. Up to 2 vacancies may be filled from this announcement.
SAO is unable to provide visa sponsorship for this position. 

This is a career ladder opportunity with promotion potential to the grade 13 level. Candidates selected at grade 12 may be non-competitively promoted to the grade 12 level upon the recommendation of the supervisor based on classification requirements, satisfactory performance, and employee qualifications.

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). 

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 position is located in the Human Resources Department of the Smithsonian Astrophysical Observatory (SAO). The incumbent serves as a senior Human Resources Specialist with full responsibility for independently planning, executing, evaluating, and advising on a broad range of human resources programs for assigned organizations. The position requires expert knowledge of Federal and Trust policies, regulations, and HR systems, and provides advisory services in recruitment and staffing, position classification, employee and labor relations, performance management, benefits and separation activities, Reductions in Force (RIF), organizational design, and visa processing for foreign nationals.

 Manages the full lifecycle staffing process for Federal and Trust positions across scientific, technical, professional, administrative, and wage-grade occupational groups. Develops job analyses, selective factors, competencies, crediting plans, and assessment tools in consultation with supervisors. Evaluates candidate qualifications and ensures compliance with OPM regulations, Smithsonian policies, and merit system principles. Develops and implements recruitment strategies for hard-to-fill positions and specialized scientific or technical roles. Oversees the work of the Recruitment Administrator, ensuring accurate case processing, appropriate documentation, and problem resolution. Manages contractors performing classification or recruitment-related support, ensuring compliance with OPM standards, accuracy of analysis, and timely deliverables. Ensures staffing documentation is complete, auditable, and compliant.

Position Classification

 Independently evaluates, audits, and classifies Federal and Trust positions using OPM standards and SAO policy. Conducts desk audits, prepares evaluation statements, and provides authoritative classification recommendations. Reviews and directs the work of classification contractors to ensure technical accuracy and compliance.

Separation, RIF, and Severance Advisory Services
Calculates severance benefits and advises managers and employees on separation processes. Supports Reductions in Force by reviewing documentation, advising supervisors on RIF procedures and requirements, preparing required materials, and ensuring compliance with statutory and regulatory rules. Provides guidance to affected employees regarding post-separation entitlements, appeal rights, unemployment considerations, and available transition resources.

Employee and Labor Relations
Advises supervisors on conduct, performance, adverse actions, awards, pay actions, work environment issues, and other employee relations matters requiring interpretation of complex policy. Guides supervisors through documentation requirements, corrective actions, and problem resolution strategies. Ensures actions are applied consistently and equitably across assigned organizations.

Performance Management
Manages the performance appraisal cycle for assigned departments. Establishes performance plans, monitors completion of reviews, conducts quality reviews of performance standards, and analyzes trends in performance outcomes. Advises managers on addressing performance deficiencies, documenting issues, and ensuring compliance with applicable policies.

HR Policy and Benefits Advisory Services
Serves as a senior resource for interpreting and applying Smithsonian and SAO HR policies. Provides authoritative responses to benefits-related questions for assigned groups, including matters involving leave, retirement, insurance, transit benefits, telework, and time and attendance. Ensures employees and managers understand HR policies and procedures and apply them correctly.

Visa Administration
Manages visa and immigration processes for foreign national employees, fellows, and visitors. Coordinates documentation, ensures compliance with Federal requirements, conducts check-in meetings, and initiates background investigations.

Reporting
Prepares reports, workforce analyses, and briefings for the Director of Human Resources and SAO leadership. Monitors trends and identifies areas requiring policy adjustments or program improvements.

HR Action Oversight and HRMS Expertise
Oversees HR Assistants who are responsible for processing all personnel actions in HRMS, EPIC, and NFC; resolves complex issues; ensures accuracy; and provides guidance to staff responsible for HR processing.

Training
Designs, delivers, and evaluates HR-related training programs for SAO employees, supervisors, and managers. Tailors content to different audiences and ensures accurate and consistent dissemination of HR policy and procedural requirements.

Additional duties at the Grade 13 level include:
Serves as technical authority in classification, staffing, employee relations, and immigration matters, independently determining approaches and providing guidance to management. 

Basic Requirements:
Grade 12:
Applicants must possess a minimum of one 1  year of specialized experience equivalent to at least the grade 11 level in the normal line of progress for this occupation. Specialized experience includes activities such as performing human resources work in areas such as staffing and recruitment, position classification, employee relations, performance management, benefits, or related HR functions.
Grade 13:
Applicants must possess a minimum of one 1  year of specialized experience equivalent to at least the grade 12 level in the normal line of progress for this occupation.  Specialized experience includes activities such as researching and providing expert human resources advisory services to supervisors and manager on staffing, classification, employee relations, performance, HR automated systems and international programs. 

Knowledge, Skills, and Abilities required:

Knowledge of Federal human resources laws, regulations, principles, and practices applicable to position classification, staffing and recruitment, pay administration, performance management, employee relations, and benefits programs.

Knowledge of OPM classification standards and evaluation methods sufficient to independently audit and classify a wide range of professional, scientific, technical, administrative, and wage-grade positions, including complex and interdisciplinary roles.

Knowledge of Federal staffing regulations including category rating, DEU procedures, special hiring authorities, competitive and excepted service rules, and recruitment strategies for hard-to-fill positions.

Knowledge of employee relations principles, conduct and performance management requirements, documentation standards, and the ability to advise supervisors on corrective and adverse actions.

Knowledge of reduction-in-force (RIF) regulations, severance rules, retention standing, benefits entitlements, competitive area determinations, and employee assignment rights.

Knowledge of Federal and Smithsonian benefits programs, including retirement, insurance, leave, transit, telework, and time and attendance rules, sufficient to provide authoritative guidance to employees and supervisors.

Knowledge of immigration and visa processes for foreign national employees, fellows, and visitors, including required documentation, agency procedures, and compliance requirements.

Skill in written and oral communication to explain complex HR policies, provide advisory services, resolve issues, prepare reports, deliver training, and communicate with managers, employees, contractors, and external agencies.

Skill in analyzing complex organizational structures, evaluating duties, and developing HR recommendations that support mission needs and organizational objectives.

Ability to independently plan, organize, and complete assignments requiring interpretation of regulations, adaptation of established methods, and development of new approaches to resolve complex HR issues.

Ability to lead and oversee the work of support staff, including assigning work, reviewing completed actions for technical accuracy, and providing training and guidance.

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 williamsh@si.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/