Management Support Specialist

Summary The Smithsonian Institution is the world's largest museum, education, and research complex, with 21 museums and the National Zoo. This position is located in the Registrar and Conservation Offices, Smithsonian American Art Museum (SAAM), Undersecretary for Museums and Culture. SAAM shares the stories of our nation through American art and craft to inspire reflection, spark dialogue, and build connections. Duties The Management Support Specialist responsible for a wide variety of functions in support of the department staff and Office Head, which includes but is not limited to financial tracking &processing, procurement, purchase card transactions, arranging travel for staff, managing the safety & security of team members, assisting with outgoing loans, administering programs, handling personnel onboarding; and other general administrative tasks.

In this position, you will:

• Analyze office procurement requests such as contract specifications, statements of work, requests for proposals, or bid summaries.

• Participate and support in collection care activities within the scope of the department, including support of department activities, such as Outgoing Loans, Exhibitions, and Public Programs.

• Assist in and/or prepares travel arrangements (hotel bookings, transportation tickets, rental cars); and reviews all travel requisitions to ensure compliance with policy and deadlines for approval and reimbursement.

• Serve as primary administrative support for the department with duties that include but are not limited to: timekeeping; administrative record keeping/archiving; office communications.

APPLICATION LIMIT STATEMENT:

ATTENTION: Due to the large number of qualified applicants for positions of this type, this job announcement will close at 11:59 pm Eastern Time on either: (A) The closing date listed above or (B) The date that 350 applications are received; whichever occurs first. If the announcement closes on the date that 350 applications are received, all applications submitted by 11:59pm that day will be given consideration, including those in excess of 350.

We encourage applicants to apply as soon as possible to ensure their applications are submitted before the announcement closes. We will not consider applications which are late due to the announcement closing once the above number of applications is reached.

Qualifications

Experience: You qualify for this position if you have one year of specialized experience equivalent to at least the GS-07 level in the Federal Service. For this position, specialized experience is defined as handling procurement, contracting, and financial tracking and processing; participating in and supporting collection care, outgoing loan, and program management activities; assisting with or managing travel preparation and management; and serving as the primary administrative support for the department..

Your resume must be no more than two (2) pages and should clearly demonstrate how your experience aligns with the responsibilities and specialized experience required for this position. Do not copy language directly from the vacancy announcement, as you will be deemed ineligible for consideration. Instead, provide detailed, descriptive information about your actual experience.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community, student, social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

Part-time and/or unpaid experience related to this position will be considered to determine the total number of years and months of experience. Be sure to note the number of paid or unpaid hours worked each week.

Or Education: Two full years of progressively higher level graduate education leading to a master’s or equivalent degree related to the position may be substituted to meet the experience requirements.

Or a Combination: Education and experience may be combined to meet the basic qualifications. For a full explanation of this option please see the Qualification Standards. Special Instructions for Foreign Education: If you are qualifying by education and/or you have education completed in a foreign college/university described above, it is your responsibility to provide transcripts and proof of U.S. accreditation for foreign study. For instructions on where to fax these documents, see the "Required Documents" section of this announcement. Education None

Requirements

Conditions of Employment

Qualification requirements must be met by the closing date of the announcement.

For information on qualification requirements, see Qualification Standards Handbook for General Schedule Positions on OPM website. How you will be evaluated Applicants for this position may be evaluated in multiple stages. The first stage is an evaluation of your responses to the online multiple-choice questions that assess your experience, education, and/or training for the job related competencies below:

• Knowledge of procurement, contracting, and financial tracking and processing.
• Knowledge of collection care and program management.
• Knowledge of travel preparation and management.
• Knowledge of office administration.

Applicants who meet or exceed minimum qualifications will be assigned to one of three category groups based on job-related criteria:

• Best Category - Meets the minimum qualification requirements and excels in most of the job related competencies above.
• Better Category - Meets the minimum qualification requirements and satisfies most of the job related competencies above.
• Good Category - Meets the minimum qualification requirements, but does not satisfy most of the job related competencies above to a substantive degree.

This category rating process does not add veterans' preference points or apply the "rule of three", but protects the rights of veterans by placing them ahead of non-preference eligibles within each category. A selecting official may make selections from the highest quality category (Best Category) provided no preference eligible in that category is passed over to select a non-preference eligible in that category unless the requirements of 5 U.S.C. 3317(b) or 3318(b) are satisfied. Preference eligibles who meet minimum qualification requirements and who have a compensable service-connected disability of at least 10 percent must be listed in the highest quality category, except when the position being filled is scientific or professional at the GS-9 grade level or higher. Applicants who have not submitted a resume in the USAjobs system and/or have not answered all of the vacancy questions will not be considered for this position.

Important Note:

Your resume and supporting documentation will be compared to your responses to the occupational questionnaire or other assessment tool for consistency. If a determination is made that you have rated yourself higher than is supported by your resume, you will be assigned a rating commensurate to your described experience. Your resume should provide sufficient information regarding how your education and experience relate to this position, including the major duties and qualifications criteria listed.

You may preview questions for this vacancy.

Benefits

The Smithsonian offers a comprehensive benefits package that includes, in part, vacation and sick leave, holidays, health/life insurance, accident insurance, and excellent retirement program options.

Please see Benefits at https://www.si.edu/OHR/benefits for a complete description.

Flexible Spending Accounts - https://www.fsafeds.com/ Health Insurance - http://www.opm.gov/insure/health/index.asp Leave - http://www.opm.gov/oca/leave/index.asp Life Insurance - http://www.opm.gov/insure/life/index.asp Long Term Care Insurance - http://www.ltcfeds.com Retirement Program - https://www.opm.gov/retirement-services/ How to apply Click on the "Apply Online" button on the upper right side of the page. Please Note:

• You must apply for this position online through the 'Apply Online' button and submit required supplemental documents (if they are relevant to you).
• Your resume must be no more than two (2) pages.
• You may submit required documents by uploading them online during the application process.
• The complete application package, including any required documents, is due in the Smithsonian Office of Human Resources on the closing date of the announcement by 11:59 PM Eastern Time.
• If you are unable to apply online, paper applications may be accepted with prior approval of the Contact Person listed below.

Other information This position is included in the bargaining unit.

Recruitment Incentive: Recruitment incentive(s) may be authorized for this position. However, approval for incentives are contingent upon various availability. If authorized, certain incentives will require the incumbent to sign a service agreement to remain in the Federal government for a certain time period.

Note: This statement does not imply nor guarantee an incentive will be offered and paid.

Selections may be made for vacancies across the Smithsonian Institution (SI). By applying to this position, you agree to allow your application and other personal information to be shared with one or more SI hiring officials for employment consideration for same/similar positions within the location(s) identified in this announcement.