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 Education Department in the National Museum of African American History and Culture (NMAAHC). The National Museum of African American History and Culture is a national museum for the study and exhibition of African American history and culture.

Duties

• The Management Support Specialist provides support for a variety of administrative and operational activities with NMAAHC, including but not limited to programmatic support, procurement, time and attendance, clerical and logistical tasks, and property management. In this position, you will: Serve as the point of contact for T&A in WebTA. Participates in periodic property management inventories. Assists with arrangements and logistics for Education Department meetings, sends appointments and reminders, arranges catering, and prepares rooms. Maintains Education Department museumwide program calendars and input programs into SI data gathering systems. Monitors and supports departmental resource accounts. Submits requests for timed passes, VIP tours, and parking via online systems for Education Department guests. Uses a purchase card and verifies products or services are received. Obtains information concerning pricing, quantity and availability of goods and services and keeps a log of all purchases. Reconciles monthly purchase card transactions and statements to submit to the finance department. Assists with market research, drafting scopes of work, and issuing RFPs. Prepares purchase order packages and submits contract documentation. Uses a tracking system to monitor and provide updates on each procurement. Conducts vendor enrollment and ensures that invoices are paid. Processes reimbursements, honorariums, and other financial transactions. Serves as the point-of-contact for vendor related financial systems. Makes flight, hotel, and ground transportation reservations. Researches the per diem, as needed. Processes domestic and foreign travel authorizations and vouchers.

Qualifications

Experience: You qualify for this position if you possess one year of specialized experience equivalent to at least the GS-7 level in the Federal service or comparable pay band system. For this position, specialized experience is defined as demonstrated experience providing support and coordination for various agency-wide programs to include property management inventory and logistics for tours, visitors and scholars; conduct research on procurement price availability of various vendors and track and submit invoices for payment and; arrange travel itineraries for both internal and external stakeholders and ensure travel vouchers are submitted and paid. 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: Master's or equivalent graduate degree or 2 full years of progressively higher-level graduate education leading to such a degree or LL.B. or J.D., if related may be substituted for the required experience. 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. 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. Time-in-Grade Requirements: Under competitive merit promotion procedures, any individual who is currently holding, or who has held within the previous 52 weeks, a General Schedule position under a non-temporary appointment in the competitive or excepted service, must meet "time-in-grade" requirements (have served 52 weeks at the next lower grade of the grade for which you are applying).

Requirements

Conditions of Employment Qualification requirements, including one year time-in-grade at the next lower grade level for promotion candidates, must be met within 30 days of the job announcement closing date. See the 'Required Documents' section for additional information. For information on qualification requirements, see Qualification Standards Handbook for General Schedule Positions viewable on OPM Website.

Education

There are no education requirements for this position.

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.