Staff Assistant IS-0301-07

Description

• 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

DUTIES AND RESPONSIBILITIES

• Assesses the Director’s workload and provides direct assistance in minimizing the volume of this workload. On his or her own initiative, recommends changes in procedures and policies affecting the clerical and administrative support functions of the office.
• Manages the Director’s calendar, schedules all appointments and meetings and confirms  daily appointment schedule for the Director.
• Coordinates logistical arrangements for meetings called by the Director and provides detailed information in advance. Suggests ways to most efficiently alleviate heavy scheduling of the Director’s calendar. 
• Provides background information on matters to be considered at scheduled meetings, by providing agendas and information on topics to be discussed.
• Prepare advance materials or set deadlines for materials required from staff; and briefs the Director prior to meetings.    
• Attends internal departmental meetings and provides background information as needed. Attends other meetings across the Smithsonian of relevance to collaborative and/or Associates programs and briefs the Director. 
• Providing a wide variety of logistical support to the Director and department heads, including all travel arrangements and serving as timekeeper.
• Searches for and assembles documents, files background information required by the Director and prepares information in appropriate charts, spreadsheets and/or PowerPoint or other presentations as requested.
• Establishes and maintains filing system for the Director’s office and, as appropriate, archives a variety of files for Smithsonian Archives. 
• Prepares submissions and reports required by various Smithsonian offices.
• Prepares and distributes notes from directors’ meetings on request including weekly senior staff meetings and preparing summary of key agenda items raised at monthly all-staff meetings. 
• Receives and responds to email, telephone calls and written correspondence from a variety of sources. Interacts with high-ranking officials from both the public and private sectors and other federal agencies.
• Uses judgment and knowledge of programmatic areas of emphasis to answer inquiries, referring callers or correspondents to appropriate individuals within the Associates or the larger Smithsonian Institution. 
• Coordinates special and on-going projects with outside organizations such as universities, research organizations, foundations, etc. 
• Serves as program coordinator for special projects identified with the Director. Acts as Director’s liaison with staff as responsibilities are delegated. At discretion of the Director, incumbent meets with staff members or drafts correspondence expressing wishes of the Director.
• Prepares monthly schedule to ensure adequate support for Associates programming. 
• Reviews and analyses staff and contractors' requests as well as program needs. Works with the volunteer coordinator to ensure proper support for both online and in-person programs.
• Attends meetings and training to acquire knowledge of regulations, procedures, and practices inherent in online programming.
• Serves as an admin for online programming and trainer for positions need to support online programming. 
• Provides regular support for online programs. 
• Actively participates in and assists with in person Associates’ activities and programs to provide support and improve member experiences. 
• Support may include assisting with office manager duties, delivering or retrieving materials from SI locations around the National Mall, and providing support to staff during program set-up and break-down, (i.e. checking rosters, seating donors, running activities or greeting audience members).  

QUALIFICATION REQUIREMENTS

• Requires a thorough understanding of the organization’s programs, as well as the Director’s goals, priorities, policies, and commitments, to effectively perform duties such as compiling information for reports and responses to inquiries, drafting correspondence on the Director’s behalf, and maintaining awareness of administrative and clerical matters affecting the office.
• Knowledge of Smithsonian programs, organization, resources, and administrative policies, as well familiarity with the Smithsonian Executive Staff structure and their respective units and positions.
• Expertise in advising and instructing related offices and Associates departments concerning the required reporting and general clerical and administrative procedures of the office. 
• Demonstrated ability to manage sensitive personnel or member-related matters with discretion, professionalism, and a high degree of confidentiality.
• Proficiency in computer applications, including but not limited to MS Outlook, Word, PowerPoint, and Excel, along with the ability to quickly learn and adapt to additional software programs as needed.
• Knowledge of and ability to apply appropriate and professional use of social media within a workplace context.
• Ability to interact effectively and professionally with a diverse range of individuals, including senior Smithsonian officials and members, prospective donors, representatives from embassies, government and private organizations, and the general public.
• Excellent oral and written communication skills, including a strong command of English grammar, spelling, punctuation, and standard business correspondence formats.
• Demonstrated organizational and communication abilities to effectively coordinate office workflow and ensure timely completion of assigned responsibilities.