Travel and Special Events Coordinator (Is-0301-09)

Job Description

Job DescriptionDescriptionOPENING DATE: August 22, 2025
CLOSING DATE: September 25, 2025
SERIES/GRADE: 0301 /09
TYPE OF POSITION: Trust Indefinite (Non-Federal)
DIVISION: Business Operations
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
This is the position of Travel and Special Events Coordinator. The Incumbent will be a member of a small team overseeing travel and events, responsible for arranging business travel, coordinating and planning of conferences, workshops, and meetings for scientific divisions, administrative departments, and the Smithsonian Astrophysical Observatory (SAO) Director’s Office - often in conjunction with non-SAO co-sponsoring organizations.
MAJOR DUTIES Travel and Event Operations● Coordinates all aspects of domestic and foreign travel for SAO personnel and others authorized to travel on official business. This includes making travel reservations, ensuring compliance with Smithsonian and federal travel policies, overseeing travel and payments approvals in Concur, communicating with travelers, and notifying the Supervisor of any deviations.● Serves as a certified Airlines Reporting Corporation (ARC) specialist and Sabre booking and ticketing agent, with proficiencies in private fares, pricing, ticketing, refunds, and exchanges for airline ticket and related accounting.● In consultation with the Supervisor, drafts detailed policies and procedures to supplement broader administrative regulations. Monitors and evaluates existing SI/SAO procedures and policies related to travel, special events, and conference services; makes recommendations when necessary. Advises SAO staff and outside organizations on the implementation and interpretation of travel and event policies and procedures.Administrative and Financial Oversight● Participates in the administration of the Government Travel Credit Card registration system for SAO travelers and reconciles the monthly Travel Card statement.● Develops travel budgets for inclusion in contract and grant proposals. Prepares travel cost estimates for the life of the program, advises budget analysts on estimates, and serves as a resource to Research Administrative Services, Business Operations Services, and other SAO divisions/departments on travel policy and procedures.● Acts as a Designated Contracting Officer, authorized to commit travel funds and sign relevant documentation on behalf of SAO.
● Oversees the commission program to ensure SAO receives appropriate credit from hotels and other entities offering commissions.Other Duties● Responsible for ensuring that the hardware, software, and operating system maintenance and support for the selected reservation and ticketing system are provided, and that the systems, programs, and tools to improve its performance are installed. Monitors security and performance of the system, and interfaces with programmers, users, and travelers to provide an up-to-date product. Arranges repairs and maintenance of system equipment. Diagnoses and troubleshoots hardware and software system problems.
● Serves as one of three on-call contacts providing emergency travel support for SAO travelers.● Performs other related duties as assigned by the supervisor.




QUALIFICATION REQUIREMENTSBasic Requirements:
Candidates must possess one year of specialized experience at the next lower grade level. Specialized experience is that which has equipped the candidate with the knowledge, skills, and abilities necessary to successfully perform the duties of the position, such as: knowledge of SABRE GDS reservations and ticketing system; knowledge of travel regulations; experience in planning special events and conferences; experience in the use of computer software and programs.
Or
a) two years of graduate level education, or Master's or equivalent degree in a relevant field;
Or
b) combination of successfully completed graduate level education and experience equivalent to the above.

Knowledge, Skills, and Abilities required:
Knowledge of and experience in handling special events and conferences to ensure appropriate location, timing, and protocol. Knowledge of SAO and Harvard College Observatory (HCO) protocols and administrative policies in order to coordinate and support senior leadership and scientists with arrangements for presentations, official dinners, and scientific events Ability to handle multiple responsibilities and activities simultaneously, often on short deadlines, and skill in delegation of tasks to people variously placed within the organization. Working knowledge of Federal contracting and procurement principles as well as skill in budget preparation and control. Knowledge of SI/SAO standards, policies, and procedures governing travel, accounting, insurance, facilities use, security, development, public affairs, fund-raising and special events, and conference planning. Ability to be clear and objective in communicating orally and in writing, with good interpersonal skills, including willingness and ability to work as a team member.
Knowledge of Sabre reservations and ticketing system, including management and networking aspects of the system. Knowledge of travel regulations, policies, and practices to apply organizational requirements to train Travel Team Staff on the Sabre system.
Knowledge of Airlines Reporting Corporation (ARC) procedures and requirements, as demonstrated by current ARC Specialist certification, to process travel arrangements and ensure compliance with reporting standards. 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 hr@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 Institution is an Equal Opportunity Employer. We believe that a workforce comprising a variety of educational, cultural, and experiential backgrounds support and enhance our daily work life and contribute to the richness of our exhibitions and programs. See Smithsonian EEO program information: https://www.si.edu/oeesd.
The Smithsonian Astrophysical Observatory is an equal opportunity employer. Please visit the SAO website at http://www.cfa.harvard.edu/