Administrative Management Specialist

Please note: the page you are viewing is for internal candidates only.

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.
• Work may require some walking, standing, bending, stooping, carrying of items, and lifting of supplies that weigh up to 30 pounds or less.

Overview

Come join a dedicated and creative team at an exceptional time for the Smithsonian, an institution with a bold vision for the future: to build a better tomorrow for all. The Smithsonian Institution is the world’s largest museum, education, and research complex. The National Museum of Natural History (NMNH) is part of the Smithsonian’s unique complex and is one of the most visited museums in the United States. Its mission is to promote understanding of the natural world and our place in it. NMNH has a collection of 148 million specimens and artifacts. Each one reflects a moment in space and time and in these moments, we find Earth’s story. The National Museum of Natural History is seeking an experienced candidate to serve as an Administrative Management Specialist at the Smithsonian Marine Station, Fort Pierce.

The Smithsonian Marine Station (SMS) is in Fort Pierce on the east coast of central Florida. It serves as a field station that draws more than 100 top scientists and students each year from the Smithsonian and collaborating institutions. The facility is situated in a biogeographical transitional zone where there is access to both tropical and temperate biota, as well as the Gulf Stream. The SMS specializes in studies of marine biodiversity and ecosystems of Florida. Research focuses on the Indian River Lagoon and the offshore waters of Florida’s east central coast, with comparative studies throughout coastal Florida. The facilities at the SMS include an 8,000 sq.-foot laboratory/office building and a residence for visiting scientists on an 8-acre campus. Available for use are laboratories for histology, confocal and electron microscopy, electrophoresis, DNA studies, biochemistry, a small industrial shop, and offices and laboratories for individual scientists. The SMS also owns four boats for use in field studies in the area.

Duties and Responsibilities

In this position, you will conduct the following duties and responsibilities:

• Develops, initiates, and implements administrative policies and procedures for assigned areas of responsibility. Provides advice and guidance on the interpretation and application of administrative directives and instructions.
• Based on day-to-day observations, analysis of work processes, and special studies, incumbent evaluates program operations; identifies problems, inefficiencies, and potential problems; and develops and implements solutions.
• Conducts special projects and studies of various organization and management systems or issues that may directly impact Department leaders’ organizational structures and/or workflow. Provides advice and guidance for improvements and anticipates potential areas of concern or questions that should be addressed when making recommendations.
• Develops and implements new or modified guidelines, work processes, and operations to improve the effectiveness, efficiency, or timeliness of work processes and information dissemination.
• Responsible for special projects where multiple functions are involved.
• Oversees and accomplishes day-to-day management of the internal operating budget. Briefs the supervisor on the status of funding monthly or on any critical issues that arise.
• Provides and oversees a variety of management services, both administrative and technical in nature, that are essential to the operation of the Department.
• Coordinates and prepares briefings, conferences and other meetings involving the supervisor; anticipates and gathers or develops necessary data and information in advance.
• Primary point-of-contact for maintaining and coordination of all documents for the Department including all policy memorandum, standard operating procedures (SOP) and regulations.
• Oversees the Department’s Internal Management Control Program ensuring material weaknesses are identified and corrected. Manages logistical support such as the overall supply needs, services, and property accountability.

Qualification Requirements

Basic Requirements: One year specialized experience equivalent to at least grade 11 that is close or similar to the work of this position.

In addition to the Basic Requirement above, the candidate must possess the following.

Experience: To qualify for this position, applicants must possess 3-5 years of related experience (described below).

Experience required for this position must demonstrate the following:

• Ability to apply analytical and evaluative methods and techniques to analyze and measure the effectiveness, efficiency, and productivity of administrative and technical programs of an organization.
• Knowledge and understanding of the organization’s mission, functions and work processes and the relations of administrative support activities to such missions (e.g. personnel actions, manpower, record management and property accountability).
• Ability to establish and maintain positive working relationships with administrative counterparts both internal and external to the organization.

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

To Apply:

Interested candidates should submit their resume and cover letter by the closing date. Resumes should include a description of your paid and non-paid work experience that is related to this job; starting and ending dates of job (month and year); and average number of hours worked per week.

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

Application Deadline

May 29, 2026

Department

National Museum of Natural History

Employment Type

Full Time

Workplace type

Onsite

The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact NMNHStaffing@si.edu. 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: Individuals with Disabilities | Smithsonian Institution.

The Smithsonian Institution is an Equal Opportunity Employer.