Advancement Operations Manager, IS-0301-12
Application Deadline: 14 October 2026
Department: Smithsonian Astrophysical Observatory
Employment Type: Full Time
Location: Cambridge, MA
Compensation: $101,375 - $131,790 / year
Description
OPENING DATE: October 9, 2026
CLOSING DATE: October 14, 2026
SERIES/GRADE: IS-0301-12
TYPE OF POSITION: Trust Indefinite (Non-Federal)
DIVISION: Office of Advancement
LOCATION: Cambridge, MA
AREA OF CONSIDERATION: This position is open to all current SAO employees.
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.
OVERVIEW
INTRODUCTION
The Center for Astrophysics | Harvard & Smithsonian (CfA) is a joint institution connecting the
Smithsonian Astrophysical Observatory (SAO) and the Harvard College Observatory (HCO).
The SAO is a diverse astrophysical institution in which more than 600 scientists are engaged in a broad program of research in astronomy, astrophysics, and earth and space sciences. The SAO is
at the forefront, internationally, of the scientific exploration of the universe. Its multiple programs range from ground-based astronomy and astrophysics research to space-based research, the engineering and development of major scientific instrumentation for space launch as well as for use in large ground-based telescope facilities, and research designed to improve science education. The research objectives of SAO are conducted primarily with the support of Government and Smithsonian Institution funds, with additional philanthropic support.
SUMMARY
The Senior Advancement Operations Manager provides strategic leadership, operational oversight, and program management for the Advancement function, ensuring the successful execution of fundraising priorities and organizational goals. Serves as the unit’s subject matter
expert on advancement operations, developing and implementing strategies, processes, and plans that support fundraising success. Partners closely with the Director of Advancement to support the operational activities of the SAO Advisory Board.
MAJOR DUTIES
Program Management
The Senior Advancement Operations Manager determines operational effectiveness and identifies needed corrective action for the SAO Advancement Office. Develops short-, intermediate-, or long-range action plans. Provides guidance to the Director of Advancement
regarding program requirements and resolution of problems. Keeps abreast of the organization's and unit requirements, objectives, and goals. Attends key meetings and/or conferences related to the Advancement programs. The Senior Advancement Operations Manager oversees SAO Advancement operations, including gift processing, donor information/relations, data processing, reporting and analysis, budget, finance, donor discovery, maintains records of contributions, grants, or funding, produces reports and analyzes data, manages budget and organization resources, and other administrative support duties related to Advancement. Serves as the SAO
Advancement communications liaison, which includes the creation of various communications such as the annual report, general boilerplate documents, general PowerPoint presentations, and executive correspondence. Produces general content for SAO Advancement websites.
Gift/Cash Management
The Senior Advancement Operations Manager works with senior SAO finance and advancement personnel in the development of processes, projects, and materials. Conducts all gift processing functions and procedures, including timely entry of donations, review of gift documentation, and issuance of acknowledgment letters. Monitors gift tracking with other SAO and SI offices and ensures gifts are properly coded for SI-wide recordkeeping. The incumbent composes and drafts
gift acknowledgment and donor stewardship correspondence for review and approval by senior advancement staff. Develops procedures and processes to ensure all gifts and grants receive appropriate acknowledgment of correspondence. The Senior Advancement Operations Manager manages, prepares, and tracks approval of gift agreements, memoranda of understanding (MOUs), and other gift-related documentation. Works with Finance and SAO project fund managers to make sure correct coding is created for proper fund allocation.
Strategic Planning
The Senior Advancement Operations Manager manages the operations functions in the unit and establishes priorities. Evaluates results of efforts with the supervisor and recommends adjustments. Sets out the implementation plans for key strategies that cover resources,
objectives, timescales, deadlines, budgets, and performance targets. Maintains contact with
senior unit personnel for continuing awareness of developments that might affect fundraising.
Provides advice to the supervisor on the unit’s operations program. Applies a comprehensive
understanding of the unit’s plans, programs, and goals.
Reporting and List Management
The Senior Advancement Operations Manager leads the management, integrity, and strategic use
of advancement data systems, ensuring accurate donors, gifts, grant, and constituent records.
Oversees reporting, analytics, and database administration to support fundraising, board
engagement, campaign planning, and organizational decision-making. Provides financial and
operational support through budget tracking, revenue and expenditure monitoring, fund
reconciliation, and budget planning, ensuring alignment with organizational goals and reporting
requirements. Coordinates travel arrangements, voucher processing, and reimbursements for
advancement staff and subject matter experts, ensuring compliance with Smithsonian and SAO
travel policies and procedures. Serves as Travel Reviewer, approving travel authorizations and
supporting efficient travel planning. Manages advancement procurement activities, including
drafting statements of work, serving as Contracting Officer’s Technical Representative (COTR),
overseeing vendor and contractor payments, and acting as the designated purchase card holder.
Maintains compliance with Smithsonian and SAO procurement regulations while supporting
evolving advancement needs. Provides operational support through mail and package
management, check deposit processing, timekeeping administration in WebTA, scheduling
assistance for senior advancement staff and board leadership, and coordination with Finance on
payments and related transactions.
Advisory Board and Volunteer Support
The position supports strategic engagement with donors, board members, and key stakeholders
by scheduling meetings, preparing presentation materials, and facilitating effective solicitation
communications. Supports administrative operations for advisory boards and patron groups,
including member communications, reporting, and website maintenance. Advances donor
stewardship and engagement efforts through reporting and gift tracking.
Data, Reporting, and Analytics
Oversee donor and stakeholder data integrity, ensuring accurate entry, tracking, segmentation,
and reporting. Designs dashboards, performance metrics, and analytical products to support leadership decision-making. Conduct trend analysis to identify opportunities for improved engagement and operational optimization. Policy, Compliance, and Process Governance
Ensures advancement operations comply with agency policies, ethics rules, privacy requirements, and data governance standards. Drafts internal guidance, SOPs, and process documentation. Advises leadership on operational risks, compliance issues, and recommended corrective actions.
Performs other duties as assigned.
QUALIFICATION REQUIREMENTS
Basic Requirements
Minimum of one year of specialized experience (Federal or otherwise) equivalent to at least grade 11 that is close or similar to the work of this position. Specialized experience would include activities such as the duties listed above.
OR
Ph.D. or equivalent doctoral degree.
OR
3 full years of progressively higher level graduate education leading to such a degree.
OR
a combination of education and experience.
Knowledge, Skills, and Abilities required:
- Knowledge of fundraising and marketing methods, techniques, and practices to develop new concepts and approaches.
- Skill in making oral presentations to various internal and external groups, informing them of Advancement programs, objectives, and activities.
- Skill in applying a variety of analytical techniques in gathering, analyzing, and evaluating complex data and developing appropriate recommendations for the director's consideration.
- Skill in establishing and maintaining effective working relationships with groups of diverse levels of understanding and backgrounds.
- Excellent written communication skills to convey information and clarify operations and activities.
- General administrative program operations knowledge and skills, project management, donor engagement processes, analytical methods, and cross-functional coordination.
- Impressive knowledge of policies, data systems, reporting tools, and compliance requirements to manage advancement operations independently.
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.
