Clarification from the agency

Current Smithsonian Institution Internal Employees/Agency Employees Only may apply including current Smithsonian Institution employees with Federal career/career-conditional status or eligibility. More than one selection may be made from this announcement.

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 Public Programs series. 
• schedules and maintain multiple program spaces and calendars;
• ensure appropriate supplies, materials and technology are available and ready for each program; and cleans up to make sure the space is ready for the next program. Handles all aspects of the program including scheduling meetings, keeping notes, and gathering/organizing and coordinating distribution of information. 
• update support requirements (e.g. personnel, equipment and facilities) for the operation of the program.
• develop materials and multi-media presentations to communicate the work of the team to colleagues and key stakeholders.
• receive telephone calls and visitors interested in the program and determines which call/visitor can be responded to personally and which should be directed elsewhere upon receipt of necessary background information.
• prepare drafts, copy edits and prepare program activity materials required for each program.
• conduct content and logistical research related to program activities.

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 OPM Website.

Some light to moderate physical effort may be required.

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.

Experience: You qualify for this position if you have one year of specialized experience equivalent to at least the GS-08 level in the Federal Service.  For this position, specialized experience is defined as demonstrated experience handling the logistical arrangements including travel, lodging, ground transportation and digital platforms for public meetings/programs; maintaining a schedule of programs and deadlines including updates to the organization's website; 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 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).

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:

1. Knowledge of administrative procedures to plan, organize and administer program requirements.
2. Skill in project management.
3. Ability to use a variety of computer programs.
4. Ability to communicate orally.
5. Ability to communicate in writing.
6. Ability to conduct research related to the unit’s programming and procurement needs.

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.