Administrative Management Specialist
2 weeks ago
Position sensitivity and risk: Non-sensitive (NS)/Low Risk
Open to all qualified applicants
What 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 and 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 as low risk.
- 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.
- Irregular tour of duty to include evenings and weekends may be required for special events.
OVERVIEWCome join a dedicated and creative team at an exceptional time for the Smithsonian, an institution with a bold vision for the future: to build a better tomorrow for all. The Smithsonian Institution is the world’s largest museum, education, and research complex, with 21 museums and the National Zoological Park. The National Museum of Natural History (NMNH) is part of the Smithsonian’s unique complex and is one of the most visited museums in the United States. Its mission is to promote understanding of the natural world and our place in it. NMNH has a collection of 148 million specimens and artifacts. Each one reflects a moment in space and time and in these moments, we find Earth’s story. The National Museum of Natural History is seeking an experienced candidate to fill the Administrative Management Specialist position to serve as Executive Assistant to the Director and directly support the mission of the members of the Museum Executive Team (Director, Deputy Director, Advancement/Communication, Education Outreach and Visitor Experience, Exhibitions, Operations and Science,) by developing, initiating, and implementing administrative policies and procedures for the Director’s Office. This full time, indefinite trust position is located in Office of the Director, NMNH. The employee will serve as a confidential assistant to the Director and provide all necessary administrative assistance in assuring that the Director meets priorities and obligations. The incumbent will also serve as lead for all administrative matters pertaining to the Director’s and Deputy Director’s Offices.
DUTIES AND RESPONSIBILITIESThe position duties involve maintaining the Director's calendar and keeping him abreast of upcoming appointments; reviewing all incoming and outgoing correspondence to ensure correct format and style and free of grammatical errors; arranging and preparing meeting agenda and assembling background materials; preparing minutes of meetings; and managing office needs, including ordering supplies, maintaining equipment contracts, arranging travel and vouchers and arranging for fundraising events.
In addition, the employee will:
- Provide advice and guidance on the interpretation and application of administrative directives and instructions.
- Manage complex travel itineraries, authorizations and approvals.
- Provide and oversee a variety of management services, both administrative and technical in nature, that are essential to the operation of the Office, including Director’s office signatory management.
- Coordinate and prepare briefings, conferences and other meetings involving the Executive Team supervisor; and anticipate and gather or develop necessary data and information in advance.
- Complete summary reports of suspended documents by location, topic, tasked respondent, and status of response.
- Build and maintain strong positive relationships with administrative counterparts at the Castle including the Secretary, Deputy Secretary, Undersecretary for Science and Research, other undersecretaries and other unit directors, National Gallery, among others.
- Serve as first point of contact for Director’s visitors and for Castle communications to NMNH.
QUALIFICATION REQUIREMENTSExperience: To qualify for this position, applicants must 3-5 years of related and specialized experience equivalent to the GS-12 level in the Federal Service (described below). For this position, specialized experience is defined as developing and implementing new or modified guidelines, work processes, and operations to improve the effectiveness, efficiency, or timeliness of work processes, information dissemination, coordinating responsibilities and timelines for completion; consolidating data and reviewing to ensure accomplishment of objectives; and providing advice and guidance for improvements, anticipating areas of concern, such as budget, procurement, calendar maintenance, finance and management systems.
Experience required for this position is as follows:
- Excellent organizational and time management skills;
- Proven ability to serve as executive assistant to senior management;
- Excellent discretion and tact including skill in maintaining confidentiality;
- Skill in carrying out administrative tasks of an office, working in high pressure situations with multiple assignments and projects simultaneously;
- Strong ability to compose correspondence, statistical and management reports, and graphic presentations;
- Skill in managing an executive's schedule, making complex travel arrangements, and arranging meetings by contacting participants, assembling correspondence and materials;
- Skill in a variety of automated systems such as Microsoft Office, Outlook, Excel Spreadsheets and related applications;
- Ability to build and maintain strong positive relationships with administrative counterparts both internal and external to the organization;
- Ability to apply analytical and evaluative methods and techniques, to analyze the effectiveness and efficiency of administrative support activities of an organization;
- Ability to prepare briefings, attending conferences and meetings, gathering data and information in advance, developing plans of action, and providing recommendations concerning various events; and
- Skill in writing policies and procedures and summary reports and present status on reports to higher level management.
Applicants, who wish to qualify based on 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. 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 will not be paid.
Commitment to Diversity, Equity, and Inclusion
The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact NMNHStaffing@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 Accommodation Procedures. 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: www.si.edu/oeema.
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