Management Support Specialist

Smithsonian Institution•Washington, DC

20h

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 broad administrative and operational support to department staff and the Office Head, including procurement and contracting support, financial tracking and processing, purchase card transactions, staff travel, team safety and security, outgoing loans, program administration, personnel onboarding, and general administrative work. The position analyzes procurement requests, including contract specifications, statements of work, requests for proposals, and bid summaries. It also supports collection-care activities and departmental work related to outgoing loans, exhibitions, and public programs. The specialist prepares or assists with travel arrangements and reviews travel requisitions for compliance with policy and approval and reimbursement deadlines. Additional administrative duties include timekeeping, maintaining and archiving records, and office communications.

Requirements

One year of specialized experience equivalent to at least the GS-07 level in the Federal Service, including experience handling procurement, contracting, and financial tracking and processing; supporting collection care, outgoing loans, and program management; assisting with or managing travel; and providing primary departmental administrative support.
Alternatively, two full years of progressively higher-level graduate education leading to a master's or equivalent degree related to the position may substitute for the experience requirement; education and experience may also be combined to meet the basic qualifications.
A resume of no more than two pages that clearly describes relevant experience.
Pass a pre-employment background investigation.
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 activities related to outgoing loans, exhibitions, and public programs.
Prepare or assist with staff travel arrangements, including hotel bookings, transportation tickets, and rental cars.
Review travel requisitions for compliance with policy and deadlines for approval and reimbursement.
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, program administration, and other general administrative tasks.