Support Services Specialist.

Smithsonian Institution; Washington (District of Columbia); On-site; USD 60,000 - 90,000; Full time

Job summary

The Smithsonian Institution seeks a Support Services Specialist to provide logistical and administrative support to the Public Programs. You will help coordinate scheduling, prepare materials, and assist with procurement and budget tasks under guidance.

This role requires strong organizational skills, attention to detail, and the ability to communicate with internal staff and external partners. Experience in office administration and coordinating program spaces and supplies is essential.

Qualifications

• Experience coordinating program logistics and scheduling
• Experience handling correspondence and communications within an office/department
• Experience with procurement, budgeting, and tracking systems

Responsibilities

• Provide logistical and administrative support for the Education Department’s Public Programs
• Assist with scheduling meetings, taking notes, and organizing information
• Update support requirements for personnel, equipment, and facilities
• Prepare drafts, copy edit, and assemble program materials
• Input information into databases and tracking systems; support communications to staff and stakeholders
• Assist with routine inquiries and maintain internal communications
• Prepare outgoing correspondence; ensure accuracy and conformity to guidelines
• Support procurement and budget-related activities for the program

Skills

Logistical coordination

Scheduling

Administrative support

Communication with stakeholders

Job description

Duties

The Support Services Specialist is responsible for the logistical and administrative support of the Public Programs.

In This Position, You Will

• Perform a variety of duties related to the administration and implementation of the Education Department’s Public Programs series.
• Provide support for program coordination activities, including assisting with scheduling meetings, taking notes, and organizing and distributing information.
• Update support requirements such as personnel, equipment and facilities for program operation under guidance.
• Conduct basic content and logistical research related to program activities and assist in preparing drafts, copy editing, and assembling program materials required for each program.
• Collect and input information into databases and tracking systems. Provide support in the preparation of materials and presentations used to communicate program activities to staff and stakeholders.
• Respond to routine public inquiries regarding program information and refer more complex inquiries to appropriate staff. Assist in maintaining communication within the unit by organizing and distributing information.
• Prepare and review outgoing correspondence for accuracy, format and adherence to established guidelines.
• Provide support and assistance for procurement and budget related activities for the program. Assist in researching available resources and obtaining pricing information for supplies and services.

Requirements

Conditions of Employment

• Requires career/career-conditional status or eligibility.
• Males born after 12/31/59 must be registered with Selective Service.

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

Qualifications

Basic Qualification

Experience that equipped the applicant with the knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled.

In Addition To The Basic Qualification Requirement Above

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 handling the logistical arrangements including scheduling and use of program spaces, supplies, materials and technology for program setup; preparation of correspondence and communication with internal and external stakeholders; and performing other administrative tasks for an office/unit.

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.

In an effort to streamline our hiring process, SI employees whose current position of record is in the same job series (0342) and who are in a (Federal competitive or excepted service appointment) as this advertised position, are not required to submit a transcript with your application package. However, if selected, you will be required to provide a copy of your transcript before your start date in the position.

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).

Education

There is no positive education requirement for this position.

Additional information

This position is included in the bargaining unit.

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.

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

• Flexible Spending Accounts -
• Health Insurance -
• Leave -
• Life Insurance -
• Long Term Care Insurance -
• Retirement Program -