What are the responsibilities and job description for the Administration Specialist position at National Museum of the American Indian?
Description
OPEN DATE: April 2, 2025
CLOSING DATE: April 18, 2025
POSITION TYPE: Trust Fund
APPOINTMENT TYPE: Temporary NTE 2 years
SCHEDULE: Full Time
DUTY LOCATION: Suitland Md.
Position sensitivity and risk
Non-sensitive (NS)/Low Risk
Open to all qualified applicants
What are Trust Fund Positions?
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, which 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.
- 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.
OVERVIEW
The Smithsonian’s National Museum of the American Indian (NMAI) seeks experienced and highly motivated candidates to fill the position of Administrative Specialist for an initial term of two years with a possible extension. The purpose of the position is to provide support for a variety of programmatic functions related to NMAI’s Conservation fellowship and internship programs. This includes assisting with all aspects of the conservation fellowship and internship program. This includes , supporting applicants through the application, selection and onboarding process, providing support for recruitment and engagement with Native/Indigenous communities and artists, and performing administrative tasks in support of these activities. Additionally, this position will include preparing and organizing conservation archival documentation, resources and research to share on digital platforms.
The NMAI is responsible for affirming to Native communities and the non-Native public, the historical and contemporary culture and cultural achievements of the Indigenous peoples of the Western Hemisphere by advancing, in consultation, collaboration and cooperation with them, a knowledge and understanding of their cultures, including art, history, and language, and by recognizing the Museum's special responsibility, through innovative public programming, research, and collections, to protect, support, and enhance the development, maintenance, and perpetuation of Indigenous culture and community.
This position is located at the National Museum of the American Indian’s Cultural Resource Center in Suitland, Maryland. The Smithsonian Institution is an equal opportunity employer.
This position is located at the National Museum of the American Indian’s Cultural Resource Center in Suitland, Maryland. The Smithsonian Institution is an equal opportunity employer.
Please note, this is a trust position and applications are not through USA Jobs; all that is required is an uploaded CV or resume to the online job application and a cover letter in the space provided at the online form. Please highlight how your resume and experience connect to the requirements of the position in your cover letter. A resume can be more than two pages given that it should include a description of your paid and non-paid work experience that is related to this job, starting and ending dates of job (month and year), and average number of hours worked per week.
DUTIES AND RESPONSIBILITIES
Incumbent establishes and maintains systems to organize program correspondence and files. Utilizes existing collections, project tracking, and contact management systems to prepare and record information related to outreach and engagement activities.
- Incumbent uses analytical techniques to identify and resolve issues or problems of a procedural nature including administrative practices and procedures common to cultural organizations such as channels of communication, routing of correspondence, and filing systems.
- Incumbent arranges meetings, either in person or virtually, by contacting participants and reviews requires attendee’s calendars. Sends invites, assembles correspondence, records, reports and other material pertaining to the meeting and prepares meeting agendas. Makes logistical arrangements related to meetings and events to include reserving conference rooms, AV equipment, catering, security, lodging, etc.
- Incumbent assists in completing administrative paperwork in direct support of the department’s projects, including drafting requisitions and purchase orders. Prepares draft documents and tracks, coordinates, and resolves administrative issues related to the procurement process.
- Makes travel arrangements, develops travel itineraries, and schedules and books travel for invitational travelers. Prepares and processes travel requests, authorizations, and vouchers in accordance with Smithsonian policies and procedures.
The incumbent participates in outreach and engagement efforts in support of the NMAI’s internship and fellowship programs.
QUALIFICATION REQUIREMENTS
Experience required for this position is as follows:
- Incumbent must have comprehensive knowledge of administrative practices and procedures common to organizations such as channels of communication, routing of correspondence, privacy act regulatory guidance, filing systems, both electronic and hardcopy sufficient to enforce and ensure procedures and policies are adhered to.
- Incumbent must have skill, knowledge and ability to effectively communicate orally and in writing with internal and external senior level officials and diverse publics, through memoranda, PowerPoint presentations, townhalls, and other forums about NMAI’s policies and programs.
- Incumbent must have a comprehensive knowledge of and skill and ability to use computer applications and software (e.g., word processing, spreadsheets, email, etc.) sufficient to provide administrative support to manager and staff in producing word documents, PowerPoint presentations, excel spreadsheets, and access databases.
- Incumbent must demonstrate the ability to plan, coordinate and prioritize multiple projects independently and with a high degree of efficiency and accuracy.
- Incumbent must have the ability to interact with people with tact and diplomacy.
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.
The Smithsonian Institution values and seeks a diverse workforce. Join us in "Inspiring Generations through Knowledge and Discovery."
The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact the point-of-contact listed in the “How to Apply” section above. 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.
Join us in "Inspiring Generations through Knowledge and Discovery."
Resumes should include a description of your paid and non-paid work experience that is related to this job; starting and ending dates of job (month and year); and average number of hours worked per week.
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 are not paid.
The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact NMAI-HR-STAFF@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 provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact NMAI-HR-STAFF@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: https://www.si.edu/oeesd.
About National Museum of the American Indian
Established in 1989, through an Act of Congress, the Smithsonian’s National Museum of the American Indian is an institution of living cultures dedicated to advancing knowledge and understanding of the life, languages, literature, history and arts of the Native peoples of the Western Hemisphere. The National Museum of the American Indian is comprised of two premier centers for exhibitions and public programs— a museum in Washington, D.C., on the National Mall, and a second museum in Manhattan in New York City. The museum also has a collections, research and conservation facility, the Cultural Resources Center, which is located in Suitland, Maryland. The three state-of-the-art facilities of the National Museum of the American Indian make it a leading museum about Native peoples of the Western Hemisphere and a popular cultural destination.