Administrative Specialist
Job description
Duties
- Coordinates all administrative matters for the SAO EHT group. This includes elements typical for a scientific and technical research group: personnel, travel, procurement, purchasing, scheduling, proposal generation and submission, communication, meeting logistics, budget tracking and grant administration.
- Participates in the planning and preparation of research proposals for future external and internal funding for the EHT Typical duties include: preparing budgets in consultation with scientists and managers, coordinating all required documents and staging them for submission, coordinating graphics, typesetting and general document preparation, communication with sponsors, SAO administration and external collaborators and sub-award leads as required in the submission and preparation process.
- Administers all grants for the EHT For each grant, this requires tracking of budgets, coordination of project reports to sponsors, monitoring personnel support levels, and contacting sponsors, SAO administration, collaborators and EHT personnel as appropriate to gather needed information.
- Tracks group-wide finances and budget levels across all funding support to assist EHT group leadership with long-range administrative, cost and personnel plans through analysis, projections and
recommendations. Reacts to principal-investigator-initiated changes in project orientation and grant focus by working to adapt support and resources as required and in compliance with Federal and Trust fund regulations and SAO guidelines and procedures. Identifies potential problem areas, resolves issues and makes recommendations for corrective action or procedures.
- Reviews travel authorizations and purchasing and procurement requisitions in compliance with Federal and Trust fund regulations and SAO guidelines and procedures. Coordinates travel for all EHT group members, including assistance with administration for SAO supported and externally supported trips.
- Coordinates EHT personnel issues, provides executive administrative support to the EHT principal investigator, and coordinates logistics for group meetings, workshops, and conferences.
Requirements
Conditions of Employment
- Pre and Post background Investigation.
- May be required to serve a one year probationary period.
- Direct deposit/electronic funds transfer required for salary payment.
Qualifications
One full-time year (12 months) of specialized work experience equivalent in difficulty and responsibility to the GS-11 level in the Federal service. Qualifying experience may include but is not limited to performing and coordinating a full range of administrative specialties such as contracting and procurement, management analysis, budget and financial management, grants and proposal and support services. Experience includes planning, managing, executing, evaluating and facilitating the full range of administrative programs and operations.
OPM Qualification Standards for the GS-301 series can be found at the following website: Administration and Program Series, 0301 (opm.gov).
Education
There is no substitution of education for specialized experience at the GS-12 level.
Additional information
COVID-19 VACCINATION REQUIREMENTS:
For the latest information on the COVID-19 vaccination requirements and its impact on your application, click on Smithsonian Institution’s Frequently Asked Questions at: https://www.si.edu/ohr/faq
Benefits
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal 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 http://www.cfa.harvard.edu/hr/benefits/fed/table.html for a complete description.
Review our benefits
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
Your application will be evaluated first for the basic qualifications described above. The applications that meet the basic qualifications will be evaluated further against the following criteria:- Advanced knowledge of management principles, practices, methods and techniques.
- Advanced knowledge of administration of grant portfolios and contracts sufficient to monitor long- and short-term research or contracts.
- Advanced knowledge of Federal and Trust fund regulations in the areas of budgeting, contract administration, proposal preparation, program evaluation, personnel administration, procurement, accounting, travel.
- Skill formulating, executing and documenting short- and long-term budgets, preparing spending plans and generating financial reports.
- Skill in the use of computers to assemble and utilize spreadsheets for tracking, analyzing, summarizing and reporting data and financial information, and in using enterprise resource planning (ERP) software and online proposal-submission software.
- Advanced knowledge in applying analytical tools such as forecasting and cost-benefit analysis to interpret, analyze and evaluate data.
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 detailed information regarding how your education and experience relate to this position, including the major duties and qualifications criteria listed.
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
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal 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 http://www.cfa.harvard.edu/hr/benefits/fed/table.html for a complete description.
Review our benefits
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
Required Documents
As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.
Your application package should include the following documents:
- Detailed resume created in the USAJOBS Resume Builder.
- Unofficial school transcripts, if the position has an education requirement or if you are using education to qualify. If selected for the position, you must provide an official transcript before appointment.
- Proof of U.S. accreditation for foreign study, if applicable.
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
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).- You may submit required documents by uploading them online during the application process; OR You may manually fax required documents. Faxes are received by an automated system, not a physical fax machine. Documents that are faxed as part of the application process must be sent with the system generated cover sheet by the closing date. Documents faxed without the system generated coversheet are not retrievable and cannot be considered as part of the application package.
- 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.
Agency contact information
Judy Gallagher
Phone
617-495-7374
Fax
617-495-7263
Email
jgallagher@cfa.harvard.edu
Address
SMITHSONIAN
60 Garden Street, MS17
Cambridge, Massachusetts 02138
United StatesNext steps
You will receive an e-mail to acknowledge that your application has been received. Please be aware that the confirmation e-mail could reside in your "junk" or "bulk" mail folder depending on your filters. The Smithsonian receives many applications for each job. Each application is reviewed carefully which may take a few weeks. We will send you an e-mail to update you as we go through phases of the application review process. You may also check your application status by logging into www.usajobs.gov and selecting the tab "My USAJOBS;" e-mailing vacancy.info@si.edu; or by contacting the Office of Human Resources Representative listed.
Additional Information:
The Smithsonian does not pay relocation expenses.
The Smithsonian embraces diversity and equal employment opportunity.
A recruitment bonus may be paid.Fair and Transparent
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
- Equal Employment Opportunity (EEO) Policy
- Reasonable accommodation policy
- Financial suitability
- Selective Service
- New employee probationary period
- Signature and false statements
- Privacy Act
- Social security number request
Required Documents
Your application package should include the following documents:
- Detailed resume created in the USAJOBS Resume Builder.
- Unofficial school transcripts, if the position has an education requirement or if you are using education to qualify. If selected for the position, you must provide an official transcript before appointment.
- Proof of U.S. accreditation for foreign study, if applicable.
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
This job is open to
-
The public
U.S. Citizens, Nationals or those who owe allegiance to the U.S.
Clarification from the agency
This position is open to all qualified candidates.
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