Supervisory Facilities Operations Specialist

Full Job Description

The Operations Manager is responsible for the effective day-to-day operation, safety, and financial and administrative management of FLWO, and the supervision of maintenance, motorpool, and administrative staff whose work supports the scientific missions of the FLWO, MMT Observatory (MMTO), and Very Energetic Radiation Imaging Telescope Array System (VERITAS) Specialized Experience: One year of directly related experience (Federal or other) equivalent to GS-12 in the federal service.

Specialized experience would include activities such as having had an essential role in a facilities' management team for a multi-use facility, developing and implementing a facility safety plan, or obtaining certification and serving as a Contracting Officer's Technical Representative (COTR) for an infrastructure maintenance or construction project.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community, student, social).

Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment.

You will receive credit for all qualifying experience, including volunteer experience.

Part-time and/or unpaid experience related to this position will be considered to determine the total number of years and months of experience.

Be sure to note the number of paid or unpaid hours worked each week. There is no education substitution for this position. Qualifications must be met by the closing date of the announcement.

Special Instructions for Foreign Education: If you are qualifying by education and/or you have education completed in a foreign college/university described above, it is your responsibility to provide transcripts and proof of U.S.

accreditation for foreign study. For instructions on where to fax these documents, see the "Required Documents" section of this announcement.

Important Note: The review of your resume will determine your final rating and should provide sufficient information regarding how your education and experience relate to this position, including the major duties and qualifications criteria listed.

Major Duties:

Manage the day-to-day operations of the Observatory and the maintenance of its facilities, to ensure the safety of staff, visitors, and scientific instrumentation; prevent deterioration; and support the overall scientific mission.

This includes management of the following specific areas: Maintain structures, including the administrative complex/Visitors Center, VERITAS control building, telescope buildings and domes, warehouses, dormitories and shared areas, fabrication and repair shops, water storage tanks, etc., including electrical, mechanical, plumbing, and HVAC.

Maintain the utility (e.g., radio, phone, data, water, and electric) systems that support the observatory and the telescopes.

Maintain vehicles, heavy equipment, and roads—including snow removal and grading—ensures safe access for personnel and equipment to the mountaintop telescope sites.

The heavy equipment also supports repairs/maintenance of the facility and telescopes.

Supervise security and safety, including planning and directing employee awareness and training programs on safety, health issues, fire prevention, and security; investigating workers' compensation incidents, ensuring that reporting requirements are met and causes corrected and supporting other supervisors as needed; overseeing the implementation of corrective actions identified by periodic Smithsonian Institution (SI) Office of Safety and Environment Management reviews and coordinating with SI staff as warranted.

Coordination with the FLWO Director and other project directors (e.g., MMTO, VERITAS, Ridge Telescopes) to assist the maintenance staff for specialized tasks, including instrument support for the telescopes, repairs to telescope domes and drive systems, transporting delicate mirrors and instruments, and/or structural repairs.

Support to scientific, SAO Public Affairs, and/or Advancement Office staff in educational or public outreach activities intended to increase public awareness of the Smithsonian's role in astrophysical research.

Supervision & Workforce Oversight: Plans and directs workflow. Assigns tasks based on mission priorities, difficulty of the assignment, and the capabilities and availability of the employee.

Defines positions and recommends the selection of candidates for new appointments, promotion, or reassignment. Develops performance standards and evaluates performance.

Advises, counsels, and instructs individual employees on both work and administrative matters. Hears complaints and grievances and, when possible, resolves conflicts locally.

Disciplines employees, as necessary. Identifies staff development requirements and arranges necessary training.

Supervises a multidisciplinary staff including facility specialists, engineers, trades personnel, and contractors.

Oversees workforce planning, recruitment, onboarding, and training to maintain a high‐performing team.

Resolves personnel issues and ensures adherence to HR policies, labor agreements, and safety requirements .

Program Leadership & Management: Leads a comprehensive facilities operations program covering building systems, preventive and corrective maintenance, space utilization, environmental controls, and life‐safety infrastructure across a large or complex installation.

Develops long‐range operational plans, performance metrics, and program goals to ensure mission‐ready facilities.

Establishes policies, standard operating procedures, and technical guidance to ensure consistent, compliant operations.

Technical Oversight of Building Systems: Provides expert‐level oversight of HVAC, electrical, plumbing, structural, fire protection, and energy management systems.

Reviews and approves technical analyses, engineering recommendations, and maintenance schedules.

Ensures compliance with federal, state, and local codes, as well as agency‐specific engineering and safety standards.

Project & Contract Management: Serves as COR or technical lead for major O&M, service, and construction contracts.

Develops statements of work, evaluates proposals, monitors contractor performance, and ensures deliverables meet quality and technical requirements.

Leads planning and execution of facility improvement projects, renovations, and capital investments Budgeting & Resource Allocation: Formulates and manages the facility operations budget, including O&M funding, utilities, service contracts, and capital projects.

Conducts cost analyses, prioritizes resource allocation, and ensures efficient use of funds. Prepares budget justifications and provides authoritative recommendations to senior leadership.

Strategic Planning & Continuous Improvement: Coordinates FLWO activities with SI's Office of Planning, Design and Construction (OPDC) and SI's Office of Facilities Management and Reliability (OFMR) for projects involving the maintenance, revitalization, and/or repair of existing facilities and long-range planning for modern design or construction: