Smithsonian Institution
Management Support Specialist (IS-0341-07)
Smithsonian Institution, Washington, District of Columbia, us, 20022
Management Support Specialist (IS-0341-07)
Application Deadline:
27 September 2024Department:
Office of Academic Appointments & InternshipsEmployment Type:
Full TimeLocation:
Washington, DCReporting To:
Director, OAAICompensation:
$55,924 - $63,381 / year
Description
OPEN DATE: September 13, 2024CLOSING DATE:
September 27, 2024 (This job will close once 75 applications are received which may be sooner than the closing date.)POSITION TYPE:
Trust FundAPPOINTMENT TYPE:
IndefiniteSCHEDULE:
Full TimeDUTY LOCATION:
Washington, DCConditions of EmploymentPass Pre-employment Background Check and Subsequent Background Investigation for position designated as low risk.Complete a Probationary PeriodMaintain 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
The Smithsonian Institution’s (SI) Office of Academic Appointments and Internships (OAAI) is seeking a Management Support Specialist (MSS) to carry out the stipend payment process for interns and fellows (academic appointees) throughout the Smithsonian. This position also supports the overall functions and operations of OAAI, including administrative duties and office management. The MSS works closely with the OAAI team, the Office of Finance & Accounting (OF&A), and various Smithsonian units. The MSS reports to and supports the Director and works in constant collaboration with OAAI’s Administrative Officer and Management Support Assistant.
DUTIES AND RESPONSIBILITIES
Academic Appointment Support
Executes the process for SI academic appointment stipend payments, including creating and/or updating vendor enrollment records, creating stipend purchase orders (PO’s), health insurance enrollments, and tracking/entering data into online software systems.Collaborates with OAAI Program team and communicates with U.S. and non-U.S. academic appointees to ensure accuracy of stipend information, including W-9’s, tax withholding forms, banking/EFT information, and health insurance enrollment.Coordinates with the Office of Finance & Accounting office to identify and resolve discrepancies and inaccuracies with vendor records/stipend information.Procurement
Serves as the primary procurement officer and purchase cardholder for OAAI.Performs regular inventory and ordering of office supplies and equipment.Assists in preparing procurement documentation.Serves as Accountable Property Officer and maintains accurate record of the location of all accountable property.Funds/Budget Management
Verifies and processes all funds received in OAAI.Assists with the close-out of the fiscal year through close monitoring of expiring funds.Assists Administrative Officer with preparing and executing budgets for federal and trust funds.Administrative Support
Supports Director with a variety of administrative and logistical needs, including coordinating/scheduling meetings, coordinating travel, corresponding with internal and external stakeholders on the Director’s behalf, etc.Assists OAAI staff and invitational travelers with preparation of travel documents, registering for conferences, etc.Be familiar with Human Resources functions for the office, including onboarding of staff.Serves as OAAI timekeeper.
QUALIFICATION REQUIREMENTS
To qualify for this position, applicants must possess a bachelor’s degree (B.A.) from an accredited four-year college or university and/or 3-5 years of related experience; or an equivalent combination of education and experience.Knowledge of databases and financial systems such as Peoplesoft or Oracle; Proficient in Microsoft Office Suite.Possess extreme attention to detail, organizational, and time management skills.Must be able to resolve discrepancies promptly and handle multiple tasks and projects simultaneously while adhering to regular deadlines in a fast-paced environment.Excellent communication, interpersonal, and customer service skills.Applicants who wish to qualify based on 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 your application being rejected and may also result in termination after employment begins.The Smithsonian Institution values and seeks a diverse workforce. 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.Commitment to Diversity, Equity, and InclusionThe Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact
BlairTL@si.edu . Determinations on requests for reasonable accommodation will be made on a case-by-case basis.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.
#J-18808-Ljbffr
Application Deadline:
27 September 2024Department:
Office of Academic Appointments & InternshipsEmployment Type:
Full TimeLocation:
Washington, DCReporting To:
Director, OAAICompensation:
$55,924 - $63,381 / year
Description
OPEN DATE: September 13, 2024CLOSING DATE:
September 27, 2024 (This job will close once 75 applications are received which may be sooner than the closing date.)POSITION TYPE:
Trust FundAPPOINTMENT TYPE:
IndefiniteSCHEDULE:
Full TimeDUTY LOCATION:
Washington, DCConditions of EmploymentPass Pre-employment Background Check and Subsequent Background Investigation for position designated as low risk.Complete a Probationary PeriodMaintain 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
The Smithsonian Institution’s (SI) Office of Academic Appointments and Internships (OAAI) is seeking a Management Support Specialist (MSS) to carry out the stipend payment process for interns and fellows (academic appointees) throughout the Smithsonian. This position also supports the overall functions and operations of OAAI, including administrative duties and office management. The MSS works closely with the OAAI team, the Office of Finance & Accounting (OF&A), and various Smithsonian units. The MSS reports to and supports the Director and works in constant collaboration with OAAI’s Administrative Officer and Management Support Assistant.
DUTIES AND RESPONSIBILITIES
Academic Appointment Support
Executes the process for SI academic appointment stipend payments, including creating and/or updating vendor enrollment records, creating stipend purchase orders (PO’s), health insurance enrollments, and tracking/entering data into online software systems.Collaborates with OAAI Program team and communicates with U.S. and non-U.S. academic appointees to ensure accuracy of stipend information, including W-9’s, tax withholding forms, banking/EFT information, and health insurance enrollment.Coordinates with the Office of Finance & Accounting office to identify and resolve discrepancies and inaccuracies with vendor records/stipend information.Procurement
Serves as the primary procurement officer and purchase cardholder for OAAI.Performs regular inventory and ordering of office supplies and equipment.Assists in preparing procurement documentation.Serves as Accountable Property Officer and maintains accurate record of the location of all accountable property.Funds/Budget Management
Verifies and processes all funds received in OAAI.Assists with the close-out of the fiscal year through close monitoring of expiring funds.Assists Administrative Officer with preparing and executing budgets for federal and trust funds.Administrative Support
Supports Director with a variety of administrative and logistical needs, including coordinating/scheduling meetings, coordinating travel, corresponding with internal and external stakeholders on the Director’s behalf, etc.Assists OAAI staff and invitational travelers with preparation of travel documents, registering for conferences, etc.Be familiar with Human Resources functions for the office, including onboarding of staff.Serves as OAAI timekeeper.
QUALIFICATION REQUIREMENTS
To qualify for this position, applicants must possess a bachelor’s degree (B.A.) from an accredited four-year college or university and/or 3-5 years of related experience; or an equivalent combination of education and experience.Knowledge of databases and financial systems such as Peoplesoft or Oracle; Proficient in Microsoft Office Suite.Possess extreme attention to detail, organizational, and time management skills.Must be able to resolve discrepancies promptly and handle multiple tasks and projects simultaneously while adhering to regular deadlines in a fast-paced environment.Excellent communication, interpersonal, and customer service skills.Applicants who wish to qualify based on 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 your application being rejected and may also result in termination after employment begins.The Smithsonian Institution values and seeks a diverse workforce. 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.Commitment to Diversity, Equity, and InclusionThe Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact
BlairTL@si.edu . Determinations on requests for reasonable accommodation will be made on a case-by-case basis.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.
#J-18808-Ljbffr