Management Support Specialist

Smithsonian Institution • Washington, DC

21h

About The Position

The Management Support Specialist works in the Registrar and Conservation Offices at the Smithsonian American Art Museum (SAAM), within the Undersecretary for Museums and Culture. The role provides a wide range of administrative and operational support to department staff and the Office Head, including procurement, financial tracking and processing, purchase card transactions, travel arrangements, team safety and security, outgoing loans, program administration, personnel onboarding, and other general administrative tasks. The position also supports collection care activities and department work related to outgoing loans, exhibitions, and public programs.

Requirements

• One year of specialized experience equivalent to at least the GS-07 level in the Federal Service, involving procurement, contracting, and financial tracking and processing; collection care, outgoing loan, and program management support; travel preparation and management; and primary departmental administrative support.
• Applicants qualifying through experience must submit a resume of no more than two pages that describes relevant experience; part-time and unpaid experience must include the number of hours worked per week.
• The experience requirement may be met through two full years of progressively higher-level graduate education leading to a related master's or equivalent degree, or a combination of qualifying education and experience.
• Promotion candidates must meet applicable qualification requirements, including one year of time-in-grade at the next lower grade level, within 30 days of the announcement closing date.
• Must pass a pre-employment background investigation.
• May need to complete a probationary period.
• Must maintain a bank account for direct deposit or electronic transfer.
• Males born after December 31, 1959, must be registered with Selective Service.

Responsibilities

• Analyze office procurement requests, including contract specifications, statements of work, requests for proposals, and bid summaries.
• Support collection care activities and department programs, including outgoing loans, exhibitions, and public programs.
• Prepare or assist with travel arrangements, including hotel bookings, transportation tickets, and rental cars.
• Review travel requisitions for compliance with policy and approval and reimbursement deadlines.
• Provide primary administrative support to the department, including timekeeping, administrative record keeping and archiving, and office communications.
• Support financial tracking and processing, procurement, and purchase card transactions.
• Assist with team safety and security, personnel onboarding, and other general administrative tasks.

Benefits

• Comprehensive federal benefits package, including flexible spending accounts, health insurance, leave, life insurance, long-term care insurance, and retirement program.
• Recruitment incentives may be authorized, subject to availability and approval.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed