Management Support Assistant (IS-0303-06)

Smithsonian Institution•Washington, DC

1d•Onsite

About The Position

The Smithsonian Institution’s (SI) Office of Academic Appointments and Internships (OAAI) is seeking a Financial Management Support Assistant (MSA) to carry out the stipend payment process for interns and fellows (academic appointees) throughout the Smithsonian. This position also supports the overall functions and operations of OAAI, including administrative duties and office management. The MSA works closely with the OAAI team, the Office of Finance & Accounting (OF&A), and various Smithsonian units. The MSA reports to the Director and works in constant collaboration with OAAI’s Administrative Officer and Management Support Specialist. The OAAI is a central management and administration office committed to supporting the academic and career enhancement of interns and fellows throughout the Institution.

Requirements

To qualify for this position, applicants should possess a bachelor’s degree (B.A./B.S.) from an accredited four-year college or university and/or 1-3 years of related experience (described below); or an equivalent combination of education and experience.
Knowledge of databases and financial systems such as Peoplesoft or Oracle; Proficient in Microsoft Office Suite.
Extreme competency and comfortability with math and mathematical computations for calculating stipend/award amounts, travel amounts, budgets, and other financial tasks.
Possess extreme attention to detail, organizational, and time management skills.
Must be able to resolve discrepancies promptly and handle multiple tasks and projects simultaneously while adhering to regular deadlines in a fast-paced environment.
Excellent communication, interpersonal, and customer service skills.

Responsibilities

Execute the process for SI academic appointment stipend payments, including creating and/or updating vendor enrollment records, creating stipend purchase orders (PO’s), health insurance enrollments, and tracking/entering data into online software systems and databases including financial and ERP systems such as Oracle and Peoplesoft.
Collaborate with OAAI Program team and communicates with U.S. and non-U.S. academic appointees to ensure accuracy of stipend information, including W-9’s, tax withholding forms, banking/EFT information, and health insurance enrollment.
Coordinate with the Office of Finance & Accounting office to identify and resolve discrepancies and inaccuracies with vendor records/stipend information.
Perform regular inventory and ordering of office supplies and equipment.
Assist with preparing procurement documentation.
Serve as Accountable Property Officer and maintain accurate records of the location of all accountable property, such as laptops and other office equipment.
Verify and process all funds received in OAAI.
Assist with the close-out of the fiscal year through close monitoring of expiring funds.
Assist Administrative Officer with preparing and executing budgets for federal and trust funds.
Handle donations and collaborate with Smithsonian fundraising staff for the processing and tracking of funds.
Assist OAAI staff and invitational travelers with preparation of travel documents, registering for conferences, etc.
Coordinate with building staff for maintenance requests and room reservations.