Visitor & Mail Support Assistant

OPENING DATE: July 24, 2026 CLOSING DATE: July 29, 2026 SERIES/GRADE: 0303/5 TYPE OF POSITION: Trust Indefinite (Non-Federal) DIVISION: Procurement, Contracts, & Property

LOCATION:

Cambridge, MA AREA OF CONSIDERATION: This position is open to all eligible candidates. SAO is unable to provide visa sponsorship for this position. 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.  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 is the position of Visitor / Mail Support Assistant, Procurement, Contracts, and Property (PCP) Department, Smithsonian Astrophysical Observatory (SAO). The incumbent performs a variety of mail services, visitor reception, and general administrative assistance to support the day to day operations. Processes routes, transport, and distributes mail, packages, and correspondence between SAO locations. Maintains mail routing information, distribution lists, and operates SAO vehicles to carry out mail delivery services between SAO locations.  Packages and transports hazardous materials and chemicals following safety procedures.

Verifies required documentation and completes required checklists. Provides visitor reception and administrative support by greeting visitors, responding to routine inquiries, maintaining departmental supplies, purchasing supplies using purchase card, updating lobby signage, and assisting with onboarding of new staff by directing them to resources and access points.    Performs other duties as assigned.  Basic

Requirements:

• Candidates for grade 05 must possess a minimum of one year specialized experience equivalent to at least the grade 04 level in the normal line of progression for this occupation which should demonstrate: knowledge of general administrative procedures and techniques and knowledge of duties, priorities, policies and program goals sufficient to independently perform non-routine assignments.
• Or 4 years above high school.
• Or Equivalent combinations of education and experience are qualifying for grade 5.
• Knowledge, Skills, and Abilities required : Basic  knowledge of mail processing, routing, and distribution procedures  Basic knowledge of visitor reception and customer service practices  Basic knowledge of procedures for the handling, packaging and transportation of hazardous material.  Ability to maintain confidentiality when managing sensitive materials and information Ability to communicate clearly and interact professionally with employees, contractors, visitors, and the public.    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 [email protected].
• 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/