Administration Specialist, IS-0301-09

Job Description

Job Description

Description

OPEN DATE: August 31, 2026                   

CLOSING DATE: September 21, 2026               

POSITION TYPE: Trust Fund

APPOINTMENT TYPE: Temporary NTE 2 Years

SCHEDULE: Full Time

DUTY LOCATION: Suitland, Md

Position sensitivity and risk:
Non-Sensitive / Moderate Risk

Open to all qualified applicants

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 National Museum of the American Indian is dedicated to advancing knowledge and understanding of the histories, cultures, arts, and languages of the Indigenous peoples of the Western Hemisphere. Through consultation, collaboration, and partnership with Native communities, the Museum fulfills its mission by developing innovative programs, conducting research, stewarding collections, and supporting the preservation, continuity, and vitality of Indigenous cultures and communities.

DUTIES AND RESPONSIBILITIES

The Smithsonian’s National Museum of the American Indian (NMAI) seeks an experienced, highly motivated individual to serve as an Administrative Specialist for an initial two-year term appointment, which may be extended based on organizational needs and available funding. This position provides administrative and programmatic support for NMAI’s Conservation fellowship and internship programs.

Key responsibilities include supporting applicants throughout the recruitment, application, selection, and onboarding processes; assisting with outreach and engagement efforts involving Native and Indigenous communities, artists, and prospective program participants; and performing a variety of administrative duties in support of these activities. The position also supports the organization, preparation, and dissemination of conservation-related archival documentation, research materials, and resources for digital platforms.

• Establishes and maintains systems to organize program systems, correspondence and files. 
• Utilizes existing collections, project tracking, and contact management systems to prepare and record information related to fellowship and internship activities.
• 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 documentation systems. 
• Coordinate meetings, either in person or virtually, by contacting participants and reviews required 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. 
• 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. 
• Participates in outreach and engagement efforts in support of the NMAI’s internship and fellowship programs.

QUALIFICATION REQUIREMENTS

To perform this position successfully, an individual must be able to carry out each essential duty satisfactorily. The qualifications listed below are representative of the knowledge, skills, and abilities required for the role.

• Comprehensive knowledge of administrative practices and procedures commonly used in organizational settings, including communication channels, correspondence management and routing, Privacy Act requirements, and electronic and hard-copy records management systems. This knowledge is necessary to ensure compliance with established policies, procedures, and regulatory requirements, and to support the efficient administration of program operations.
• Demonstrated skill and the ability to communicate effectively, both orally and in writing, with internal and external stakeholders, including senior-level officials and diverse audiences. This includes preparing and presenting information through memoranda, reports, presentations, town halls, and other communication forums to support and promote NMAI programs, policies, and initiatives.
• Proficiency in the use of computer applications and software, including word processing, spreadsheet, email, database, and presentation programs. This skill is necessary to provide administrative support to managers and staff, including the preparation of correspondence, reports, PowerPoint presentations, Excel spreadsheets, and the maintenance of electronic records and information systems.
• Ability to independently plan, coordinate, and prioritize multiple assignments and projects while maintaining a high degree of efficiency, accuracy, and attention to detail. 
• Ability to interact effectively with individuals at all organizational levels and with diverse audiences, demonstrating professionalism, tact, discretion, and diplomacy.

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 rejection of your application and may also result in termination after employment begins.

Join us in "Inspiring Generations through Knowledge and Discovery."

 
TO APPLY:  
Interested candidates must submit a resume detailing both paid and unpaid experience relevant to this position. The resume must include the start and end dates (month and year) for each position, as well as the average number of hours worked per week. While a cover letter is strongly encouraged, it is not required. All application materials must be submitted through the online application portal using the link provided above.

 
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. Qualified candidates will be referred to the hiring manager and invited for an interview.  If you are chosen for an interview you will need to provide multiple references, including title and contact information, who are familiar with your work and professional skills and abilities. 

Relocation expenses are not paid.

The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact View email address on ziprecruiter.com. 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 . To review The Smithsonian's EEO program information, please click the following: