Management Support Specialist

Summary

The Smithsonian Institution is the world's largest museum, education, and research complex, with 21 museums and the National Zoo. This position is located in the Registrar and Conservation Offices, Smithsonian American Art Museum (SAAM), Undersecretary for Museums and Culture. SAAM shares the stories of our nation through American art and craft to inspire reflection, spark dialogue, and build connections.

Duties

• The Management Support Specialist responsible for a wide variety of functions in support of the department staff and Office Head, which includes but is not limited to financial tracking &processing, procurement, purchase card transactions, arranging travel for staff, managing the safety & security of team members, assisting with outgoing loans, administering programs, handling personnel onboarding; and other general administrative tasks. In this position, you will: Analyze office procurement requests such as contract specifications, statements of work, requests for proposals, or bid summaries. Participate and support in collection care activities within the scope of the department, including support of department activities, such as Outgoing Loans, Exhibitions, and Public Programs. Assist in and/or prepares travel arrangements (hotel bookings, transportation tickets, rental cars); and reviews all travel requisitions to ensure compliance with policy and deadlines for approval and reimbursement. Serve as primary administrative support for the department with duties that include but are not limited to: timekeeping; administrative record keeping/archiving; office communications. APPLICATION LIMIT STATEMENT: ATTENTION: Due to the large number of qualified applicants for positions of this type, this job announcement will close at 11:59 pm Eastern Time on either: (A) The closing date listed above or (B) The date that 350 applications are received; whichever occurs first. If the announcement closes on the date that 350 applications are received, all applications submitted by 11:59pm that day will be given consideration, including those in excess of 350. We encourage applicants to apply as soon as possible to ensure their applications are submitted before the announcement closes. We will not consider applications which are late due to the announcement closing once the above number of applications is reached.

Key requirements

• Pass Pre-employment Background Investigation
• May need to complete a Probationary Period
• Maintain a Bank Account for Direct Deposit/Electronic Transfer
• Males born after 12/31/59 must be registered with Selective Service.

Qualifications

Experience: You qualify for this position if you have one year of specialized experience equivalent to at least the GS-07 level in the Federal Service. For this position, specialized experience is defined as handling procurement, contracting, and financial tracking and processing; participating in and supporting collection care, outgoing loan, and program management activities; assisting with or managing travel preparation and management; and serving as the primary administrative support for the department.. Your resume must be no more than two (2) pages and should clearly demonstrate how your experience aligns with the responsibilities and specialized experience required for this position. Do not copy language directly from the vacancy announcement, as you will be deemed ineligible for consideration. Instead, provide detailed, descriptive information about your actual experience. 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. Or Education: Two full years of progressively higher level graduate education leading to a master's or equivalent degree related to the position may be substituted to meet the experience requirements. Or a Combination: Education and experience may be combined to meet the basic qualifications. For a full explanation of this option please see the Qualification Standards. 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.

Education

None