The purpose of the position is to provide diversified administrative and recruitment support to Central Engineering. This position is located in Cambridge, MA.
Summary
The purpose of the position is to provide diversified administrative and recruitment support to Central Engineering. This position is located in Cambridge, MA.
Position is open to all qualified US citizens or perm residents. First consideration maybe made 14 days after the opening date.
Note: This position requires access to export-controlled work. The candidate must be a U.S. person (citizen, permanent resident, approved asylum seeker or refugee) or be a national of a country eligible to be approved on an export license.
a. Generates proposals for CE Principal Investigators. Maintains current and pending support pages for key CE personnel that will be needed for either CE proposals or division proposals including CE key staff members. b. Serves as fund manager on CE contracts and grants. c. Generates costings for CE customers as required. d. Generates requisitions in PeopleSoft, determining and applying appropriate chart fields. Tracks requisitions, monitors delivery dates and expedites orders as required. Negotiates terms for returns/exchanges, generates shipping documents, and tracks items until the orders are closed. Resolves procurement related accounting issues. e. Serves as back up CE timekeeper. Maintains cognizance of and appropriately applies all relevant time and attendance policies and procedures. Serves as an information source to department staff on time and attendance policies and WebTA requirements. f. Utilizes Concur to prepare travel authorizations for technical staff. Independently resolves travel related software and accounting issues with the appropriate SAO staff members.
II. Personnel Tasking
a. Coordinates all hiring and promotion activities within CE including assisting staff members with developing position descriptions and performance plans, as well as all other HR required documentation related to hiring. b. Creates and maintains a list of template and example position descriptions and job advertisements, ensuring that they meet SI requirements, are compelling, and have no inherent biases that might discourage underrepresented candidates from applying. c. Develops and maintains an automated process for hiring practices. i. Maintains data on each current job posting that tracks where in the process the posting is located. d. Coordinates CE’s annual appraisals; sets due dates for all steps in the process, runs reports to determine stakeholder list, obtains reports from HR to remind latecomers and works with them to achieve completion within the SI deadline. e. Manages the department’s cash awards submission. f. Handles all contractor recruitments.
III. Recruitment Activities a. Develops contacts at local and national engineering universities and colleges with an emphasis on underrepresented academic institutions. Posts all relevant jobs to their websites. b. Arranges CfA booths at local and university-based engineering/software job fairs. i. Recruits volunteers from CfA engineering to represent CfA at these booths. ii. Performs analysis on the success and return on investment (ROI) of each opportunity with reports on how to improve. c. Manages engineering recruitment through advertising, including on the CfA LinkedIn channel. Performs analysis on recruitment techniques and sites, with an aim to get the best ROI for hiring quality engineering candidates. d. Maintains and reports on percentages of engineering applicants and hires from underrepresented populations to ensure equity in recruitment and hiring practices. e. Sets standards for engineering interview processes and procedures and trains interview panels on proper and unbiased interviewing techniques.
May be required to serve a one-year probationary period.
Direct Deposit/Elect Funds Transfer required for salary payment.
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Qualifications
Minimum of one year specialized experience equivalent to at least grade 9 in the normal line of progression for this occupation. Specialized experience is experience that has equipped the applicant with the particular competencies/knowledge, skills, and abilities to successfully perform the duties of the position such as office administration, arranging interviews with candidates, recruiting interns, generate requisitions, tracking and monitoring requisitions, assisting in budget planning, timekeeping.
OR
Ph.D. or equivalent doctoral degree.
OR
3 full years of progressively higher level graduate education leading to such a degree.
OR
a combination of education and experience.
Required US accreditation if qualifying by education.
For information on qualification requirements, see Qualification Standards Handbook for General Schedule Positions viewable on the web at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/0300/miscellaneous-administration-and-program-series-0301/
Additional information
The Smithsonian does not pay relocation expenses. The Smithsonian embraces diversity and equal employment opportunity.
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.
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:
• Knowledge of advanced principles and practices of financial management and budgeting, and ability to learn applicable SAO/SI policies, precedents, regulations, and guidelines; particularly as they apply to Cost Center administration. • Ability to master SAO policies and procedures relating to the submission of proposals and the administration of resulting contracts/grants and the ability to interpret and apply NASA or other funding agency guidelines contained in AO’s, or RFP’s, to ensure that proposals submitted comply with agency requirements. • The ability to work effectively both independently--in making a wide variety of administrative decisions and recommendations--and as a member of a diverse team of management, engineering, scientific, technical, and administrative staff and to multi-task effectively. • Demonstrated knowledge and skill in the use of computer systems, business software applications, etc., in order to conceptualize, generate, and use electronic spreadsheets and relational databases; to conduct web based procurement research, to design and produce financial/management reports, and to be able to articulate and resolve complex procurement, travel, and timekeeping systems software issues with cognizant ERP staff. The ability to learn new, complex software packages. • Knowledge of recruiting and advertising Engineering jobs, and the knowledge of and skill in interviewing processes and procedures and the ability to communicate at all levels with tact and diplomacy. Ability to handle confidential or sensitive materials and situations with discretion. • Knowledge of general administrative practices and the ability to organize the flow of work through a busy administrative office, to prioritize and organize effectively so as to meet critical deadlines, to execute multiple unrelated assignments simultaneously, flexibility, and the ability to work efficiently in an environment in which processes, procedures, and task parameters may be changed repeatedly
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.
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.
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.
Click on the "Apply Online" button on the upper right side of the page.
You must apply for this position online through the 'Apply Online' button.
Clicking the "DONE" tab does not submit your application. The "DONE" tab allows you to exit the system and save your information for completion at a later time. To submit your application, click the "FINISH" tab.
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.
SMITHSONIAN
Human Resources
60 Garden Street Cambridge, MA 02138
Mail Stop 17
Cambridge, Massachusetts 02138
United States
Next steps
After you apply, you will receive an automated acknowledgement email that your submission was successful. The staffing process to identify highly qualified candidates may take up to four weeks or more to complete. After the announcement closes and application reviews are done, you may be contacted by the hiring office if further evaluation or interviews are required. All applicants will receive written notification on the final outcome of the position.
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
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.
Click on the "Apply Online" button on the upper right side of the page.
You must apply for this position online through the 'Apply Online' button.
Clicking the "DONE" tab does not submit your application. The "DONE" tab allows you to exit the system and save your information for completion at a later time. To submit your application, click the "FINISH" tab.
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.
SMITHSONIAN
Human Resources
60 Garden Street Cambridge, MA 02138
Mail Stop 17
Cambridge, Massachusetts 02138
United States
Next steps
After you apply, you will receive an automated acknowledgement email that your submission was successful. The staffing process to identify highly qualified candidates may take up to four weeks or more to complete. After the announcement closes and application reviews are done, you may be contacted by the hiring office if further evaluation or interviews are required. All applicants will receive written notification on the final outcome of the position.
Fair and transparent
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
