Smithsonian Institution
Management Support Specialist (IS-0341-07)
Smithsonian Institution, Washington, District of Columbia, us, 20022
Application Deadline:
27 September 2024Department:
Office of Academic Appointments & InternshipsLocation:
Washington, DCCompensation:
$55,924 - $63,381 / yearDescriptionOPEN 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, DCNon-sensitive (NS)/Low RiskOpen to all qualified applicantsWhat 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 and 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, Smithsonian Early Enrichment Center (Child Care), Flexible Spending Account (Health & Dependent Care).Conditions 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.OverviewThe 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. The OAAI is a central management and administration office committed to supporting the academic and career enhancement of interns and fellows throughout the Institution.The official position title is Administrative Assistant with a working position title of Management Support Specialist.Duties And ResponsibilitiesAcademic Appointment SupportExecutes 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.ProcurementServes 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 ManagementVerifies 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 SupportSupports 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 RequirementsTo 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 (described below); 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. To learn more, please review the Smithsonian's Accommodation Procedures.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. See Smithsonian EEO program information: www.si.edu/oeema.
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27 September 2024Department:
Office of Academic Appointments & InternshipsLocation:
Washington, DCCompensation:
$55,924 - $63,381 / yearDescriptionOPEN 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, DCNon-sensitive (NS)/Low RiskOpen to all qualified applicantsWhat 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 and 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, Smithsonian Early Enrichment Center (Child Care), Flexible Spending Account (Health & Dependent Care).Conditions 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.OverviewThe 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. The OAAI is a central management and administration office committed to supporting the academic and career enhancement of interns and fellows throughout the Institution.The official position title is Administrative Assistant with a working position title of Management Support Specialist.Duties And ResponsibilitiesAcademic Appointment SupportExecutes 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.ProcurementServes 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 ManagementVerifies 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 SupportSupports 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 RequirementsTo 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 (described below); 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. To learn more, please review the Smithsonian's Accommodation Procedures.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. See Smithsonian EEO program information: www.si.edu/oeema.
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