Administrative Specialist, Academic Appointments

Job overview

The Administrative Specialist, Academic Appointments role is onsite in Cambridge, MA. The salary range is $84,579–$109,959 per year. The role is in the Smithsonian Astrophysical Observatory’s Human Resources division, supporting academic appointments and Early Career Researcher programs at an observatory focused on scientific exploration of the universe. The specialist manages appointment and fellowship processes and provides broad administrative, financial, onboarding, and program support. Accurate coordination of records, approvals, stipends, benefits, events, and communications helps researchers and program participants navigate their appointments while protecting sensitive information.

What you'll do

• Manage day-to-day Early Career Researcher program operations and HR support
• coordinate recruitment, interviews, offers, academic appointment requests, and approvals
• support J-visa and work-authorization document administration
• manage stipend schedules, payments, budgets, insurance enrollment, and related reporting
• coordinate onboarding, background investigations, IDs, orientation, and training
• maintain ECR records and databases
• update website and intranet content
• plan and coordinate events
• arrange travel and reimbursements
• support purchasing, payroll, invoices, grants, and contracts
• maintain confidential records and respond to inquiries.

What we're looking for

Skills & competencies

administrative specialist

academic appointments

human resources

early career researchers

fellowship administration

stipend management

onboarding

j-visa administration

confidential records

cambridge ma

smithsonian astrophysical observatory

$84,579–$109,959/year

Work arrangement

• Weekend coverage required

Benefits & perks

• Health, dental, and vision insurance
• life and accidental death and dismemberment insurance
• transit and commuter benefits
• annual and sick leave
• family-friendly leave
• 403(b) retirement plan
• flexible spending account
• Smithsonian membership, store, and restaurant discounts
• credit union.

Why this role

The posting identifies this as a Trust Indefinite, non-federal position and states that the Smithsonian Astrophysical Observatory cannot provide visa sponsorship.

About the employer

Smithsonian Astrophysical Observatory is hiring for this role. Industry: Administrative Management and General Management Consulting Services. Sector: 54.