Management Support Specialist (IS-0341-07)

Company: Smithsonian Institution
Location: Washington
Posted on: March 12, 2025

Job Description:

Management Support Specialist (IS-0341-07)Application Deadline: 7 March 2025Department: Office of Academic Appointments & InternshipsEmployment Type: Full TimeLocation: Washington, DCReporting To: Director, OAAICompensation: $57,164 - $64,788 / yearDescriptionOPEN DATE: February 21, 2025CLOSING DATE: March 7, 2025POSITION TYPE: Trust FundAPPOINTMENT TYPE: IndefiniteSCHEDULE: Full TimeDUTY LOCATION: Washington, DCPosition sensitivity and risk: Non-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, which 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 Employment

• Pass Pre-employment Background Check and Subsequent Background Investigation for position designated.
• Complete a Probationary Period.
• Maintain 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. The position has promotion potential to IS-0341-09.DUTIES AND RESPONSIBILITIESStipend Payment Process:
  • Execute 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 and databases including financial and ERP systems such as Oracle and Peoplesoft.
  • Collaborate 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.
  • Coordinate with the Office of Finance & Accounting office to identify and resolve discrepancies and inaccuracies with vendor records/stipend information.Procurement:
    • Serve as the primary procurement officer and purchase cardholder for OAAI.
    • Perform regular inventory and ordering of office supplies and equipment.
    • Assist with preparing procurement documentation.
    • Serve as Accountable Property Officer and maintain accurate records of the location of all accountable property, such as laptops and other office equipment.Funds/Budget Management:
      • Verify and process all funds received in OAAI.
      • Assist with the close-out of the fiscal year through close monitoring of expiring funds.
      • Assist Administrative Officer with preparing and executing budgets for federal and trust funds.Administrative Support and Special Assistant:
        • Support 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.
        • Assist OAAI staff and invitational travelers with preparation of travel documents, registering for conferences, etc.
        • Execute Human Resources functions for the office, including onboarding of staff and maintenance of required trainings for staff.
        • Serve as OAAI timekeeper.Performs other duties as assigned.QUALIFICATION REQUIREMENTS
          • Bachelor's Degree from an accredited four-year college or university is preferred.
          • Minimum of 3-5 years of administrative experience.
          • Demonstrated skill working with ERP databases and financial systems such as Peoplesoft or Oracle.
          • Proficient in Microsoft Office Suite.
          • Must be competent in and comfortable with mathematical computations and monetary calculations.
          • Possess extreme attention to detail, organizational, and time management skills.
          • Demonstrated ability 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.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.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.The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact OHRTrustBranch@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 .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: .
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Keywords: Smithsonian Institution, Washington DC , Management Support Specialist (IS-0341-07), Executive , Washington, DC