Administrative Operations Specialist

Smithsonian Institution; Washington (District of Columbia); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Comprehensive benefits package

Retirement program options

Job summary

The Smithsonian Institution is seeking a Management Support Assistant in Washington, DC to provide comprehensive administrative support across travel processing, procurement, records management, and timekeeping. You will handle scheduling, correspondence, and inquiries, ensuring accuracy and timely execution of duties.

The role emphasizes maintaining office records, assisting in procurement, and supporting office operations with meticulous document preparation and formatting.

Qualifications

• One year of specialized experience equivalent to at least GS-05 in the Federal Service.
• Experience in receiving, screening, and directing inquiries; coordinating meetings; maintaining office files.
• Typing and formatting memos, forms and reports with accurate grammar and formatting.

Responsibilities

• Provide administrative support to staff by assisting with travel authorizations and vouchers, scheduling meetings, maintaining calendars, and responding to administrative inquiries.
• Establish and maintain office files and records, retrieve information, and prepare records for retirement per procedures.
• Assist with procurement of supplies, equipment, and services and monitor administrative support requirements to ensure office needs are met.
• Prepare, edit, and format correspondence, reports, memoranda, forms, and other administrative documents, ensuring accuracy and proper grammar.
• Respond to telephone calls, emails, and visitors by providing information and directing inquiries to staff.
• Receive, review, distribute, and track incoming correspondence and other documents, with timely follow-up on actions.
• Assist with time and attendance activities and provide administrative support related to office operations and recordkeeping.
• Maintain financial, travel, procurement, and administrative records and assist in compiling information for reports.

Skills

Travel arrangements

Scheduling meetings

Records management

Document preparation

Administrative support

Tools

Microsoft Office

Job description

The Smithsonian Institution is seeking a Management Support Assistant in Washington, DC to provide comprehensive administrative support across travel processing, procurement, records management, and timekeeping. You will handle scheduling, correspondence, and inquiries, ensuring accuracy and timely execution of duties.

The role emphasizes maintaining office records, assisting in procurement, and supporting office operations with meticulous document preparation and formatting.