Administration Specialist - Smithsonian Institution

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 National Museum of Natural History (NMNH) who’s 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. Responsibilities The Administration Specialist in the Museum’s Academic Resource Center (ARC) is responsible for supporting the Museum’s community of academic visitors (internships, fellowships, research associate appointments, and visiting researchers). In this position, you will: Prepare materials such as correspondence and reports related to academic appointments. Draft, update and edit ARC messaging, templates, documents, and tutorials based on past practice, verbal instructions, and knowledge of academic appointment office policies and programs. Monitor, audit, track, and addresses compliance with academic appointment registrations through SI systems, extracts relevant information and maintains NMNH tracking files and systems for current and immediate reference. Gather, prepare, and/or coordinate the acquisition of information about academic appointment opportunities, and shares/disseminates this information as directed by ARC leadership using appropriate media. Monitor and manage email information resource account(s) and responds to inquiries into academic appointment placements, registrations, and procedures. Maintain an electronic filing system of documents such as award letters, compliance certificates, and relevant correspondence for reference and archival purposes. Requirements Conditions of Employment Pass Pre-employment Background Investigation May need to complete a Probationary Period Maintain a Bank Account for Direct Deposit/Electronic Transfer Males born after 12/31/59 must be registered with Selective Service. May be required to serve an 18-month probationary period for supervisors. 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. Qualifications Experience for GS-09: 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 performing administrative tasks associated with external collaborators such as academic appointees (e.g., interns, fellows, research associates); working in a dynamic, demand-driven work setting; working as a part of a highly-functional team; working with information systems, which includes but is not limited to email, spreadsheets, databases and file systems; training experience with both internal (staff) and external (client/customer) constituencies; and learning and implementing policy. Advanced training in a vocational school, technical institute, or art institute above the high school level in one of the fields listed above is creditable as general experience on a month-for-month basis. Or Education: Undergraduate and Graduate Education: Major study -- Administration or a related field. Grade 9: Two full years of progressively higher level graduate education leading to a master’s or equivalent degree related to this 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. 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. Education N/A Additional Information This position is included in the bargaining unit. More than one selection may be made from this announcement. Current or Former Political Appointees: Beginning January 1, 2010, agencies must seek prior approval from OPM before they can appoint a current or recent political appointee to a competitive or non-political excepted service position at any level under the provisions of title 5, United States Code. If you are currently or have been within the last 5 years, a political Schedule A, Schedule C, or Non-career SES employee in the executive branch, you MUST disclose that to the Office of Human Resources. Submit a copy of your applicable SF-50, along with a statement that provides the following information regarding your most recent political appointment: Position title; Type of appointment (Schedule A, Schedule C, Non-career SES, or Presidential Appointee); Agency; and, Beginning and ending dates of appointment. 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.