Administrative Officer

Role overview

The Smithsonian Institution is hiring an Administrative Officer in Washington, DC to support a Division or Zone with a broad range of administrative functions. This role involves budget support, automated recordkeeping, program coordination, and operational assistance for leadership and staff.

Key duties

Depending on the grade level, the position may include responsibilities at either the GS-9 or GS-11 level.

GS-9 responsibilities

• Carry out administrative and program-related assignments, including support with budget preparation and management studies.
• Help build and maintain automated tools used to track budget information.
• Take part in office projects and initiatives, representing the office’s interests where needed.
• Advise staff on travel, procurement, service contracts, and equipment requirements.
• Research special assignments and share findings with the Associate Director, Zone Manager, or Building Manager as appropriate.

GS-11 responsibilities

• Perform administrative and program support work, including budget preparation and management studies.
• Help build and maintain automated systems for budget tracking and recordkeeping.
• Carry out management studies covering workflow, organizational change, space use, and communications/correspondence handling.
• Coordinate and participate in employment-related procedures.
• Prepare status updates and response materials for the Zone Manager or other senior review/signature.

Conditions of employment

• You must pass a pre-employment background investigation.
• A probationary period may be required.
• You must maintain a bank account for direct deposit or electronic funds transfer.
• Male applicants born after 12/31/1959 must be registered with Selective Service.
• Qualification standards, including one year of time-in-grade at the next lower grade for promotion candidates, must be met within 30 days of the announcement closing date.
• Your resume must be no longer than two pages and should clearly show how your background matches the role’s requirements.
• Do not reuse the wording from the vacancy announcement in your resume; use your own detailed examples instead.
• Both paid and unpaid experience, including volunteer service, may count toward qualification.
• Part-time and unpaid experience will be considered based on hours worked per week.

Qualifications for GS-9

To qualify at the GS-9 level, you need one year of specialized experience equivalent to at least GS-07 in federal service. Relevant experience includes supporting core office operations, handling administrative and financial oversight, tracking and reconciling budgets, and maintaining funds-control accountability records using automated systems. Alternatively, you may qualify through a related master’s degree, two full years of progressively higher-level graduate study, or an LL.B. or J.D. If eligible, a combination of education and experience may also be used.

Qualifications for GS-11

To qualify at the GS-11 level, you need one year of specialized experience equivalent to at least GS-09 in federal service. Relevant experience includes central-office administrative support, financial oversight, budget tracking, reconciliation of obligations and expenditures, maintaining automated funds-control records, and administrative/program support such as planning, research, analysis, correspondence control, communications, and liaison work. Alternatively, you may qualify through a related Ph.D., equivalent doctoral degree, three full years of progressively higher-level graduate study, or an LL.M. A combination of education and experience may also be accepted.

Additional information

This position is outside the bargaining unit. Recruitment incentives may be authorized, but any award depends on availability and approval, and may require a service agreement. An incentive is not guaranteed. Selections may be made for vacancies across the Smithsonian Institution, and your application details may be shared with hiring officials for consideration for similar roles in the listed location(s). Candidates should be committed to improving federal government efficiency, supporting the ideals of the American republic, and upholding the rule of law and the U.S. Constitution.

Benefits

The federal government provides a comprehensive benefits package, which may include flexible spending accounts, health insurance, leave, life insurance, long-term care insurance, and a retirement program.