Administrative Specialist

Found in: Talent US 2 C2 - 7 days ago

Burlington, United States Smithsonian Institution Full time

Summary

This is the position of Administrative Specialist in the High Energy Astrophysics Division at the Smithsonian Astrophysical Observatory. The employee is located at the Wayside Burlington at the Chandra Operations Control Center (OCC), whose teams carry out mission operations for the Chandra X-ray Observatory (CXO), one of NASA’s Great Observatories. The CXO is the nation’s major asset in the field of x-ray astrophysics. 

Duties

Duties may include but are not limited to:

1. Facility Administration Participates in facility administration and coordination state of the art NASA/MSFC/CXC facility.

Assist with the research and interpretation of SI/SAO/HEAD safety and occupational health policies and procedures at Wayside Burlington. Research, recommend, and implement safety practices as directed, participate in its safety programs, and monitor its safety practices to minimize personal injury in community areas and office space. Oversee the provision of food services and concessions in the kitchen, and inspect for compliance to health, safety, and operational standards and report deficiencies for correction (if outside the employee’s immediate purview) to the Facility Manager.

Implement and administer a variety of operational activities with regard to space, which may include internal reorganizations necessitating interoffice moves, and related logistical concerns. Interface with HEAD's space and occupancy planners. Track the status of changes. Update both SAO’s staff database and the CXC staff web page with office change information. Administer the quarterly SAO rent assessment and annual census process, coordinating with the HEAD Deputy for Administration and FMD personnel.2.

2. Data Systems Maintenance Is the software/hardware administrator to five technical leads of approximately thirty computer maintenance contracts at SAO’s Chandra OCC. Serve as the point of contact for the definition, documentation, technical evaluation, and coordination of all customer support computer systems requirements for SAO’s Chandra OCC. Develop and coordinate technical requirements, associated procurement plans, budget evaluation, and implementation schedule with all related Northrop Grumman Systems Engineering personnel and SAO/OCC staff for final approval by the IST Manager.

Examine each software agreement for end-of-life, terms and conditions, warranty information, licensing agreements. Know when assets such as hardware are under warranty, length of term, etc. Track each software agreement for amendment, termination, renewal, or consolidation. Recommend each software agreement for termination, renewal, or consolidation. Record in existing, enhance, or create new databases to include vendor contact information, agreement number, cost at purchase, line items, status of item (under repair, broken, etc), repair histories, histories include costs for parts and labor, is supporting equipment providing value.

3. Task and Program Management  .

Support the CXC Program Administrator with Task Development for the annual OCC budget and other cost estimates by researching, identifying and compiling financial backup from CXO-maintained reports and historical documents in areas such as supplies and services, equipment, travel, educational opportunities, and other services. Supports the OCC Managers in project planning, scheduling, and analyzing project resource requirements. The employee independently creates tables and reports based on the requirements established by the unit. Task may include photocopy responsibilities.

Manage CXC Data Systems internal Engineering Change Requests (ECRs) documentation. ECRs call for an adjustment to Chandra’s Data System software; it is of great importance in the change management process. The ECR states what needs to be accomplished, but omits how the change should be carried out. Important elements of a change request are an ID, a control number (ID), a distribution routing, priority, the deadline (if applicable), a change narrative, and technical responsibility. Change requests typically originate from one of five sources: (i) problem reports that identify bugs that must be fixed, which forms the most common source, (ii) system enhancement requests from users, (iii) events in the development of other systems, (iv) changes in underlying structure and or standards (. in software development this could be a new operating system) and (v) demands from senior management.

4. Perform other general administrative and financial duties as assigned  such as, but not limited to, maintaining time and attendance records for designated employees; preparing necessary travel documents, authorizations and training forms; writing letters and memoranda

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