Administrative Specialist

Duties

Duties may include but are not limited to:

1. Facility Administration Participates in facility administration and coordination state of the art NASA/MSFC/CXC facility.

Assist with the research and interpretation of SI/SAO/HEAD safety and occupational health policies and procedures at Wayside Burlington. Research, recommend, and implement safety practices as directed, participate in its safety programs, and monitor its safety practices to minimize personal injury in community areas and office space. Oversee the provision of food services and concessions in the kitchen, and inspect for compliance to health, safety, and operational standards and report deficiencies for correction (if outside the employee’s immediate purview) to the Facility Manager.

Implement and administer a variety of operational activities with regard to space, which may include internal reorganizations necessitating interoffice moves, and related logistical concerns. Interface with HEAD's space and occupancy planners. Track the status of changes. Update both SAO’s staff database and the CXC staff web page with office change information. Administer the quarterly SAO rent assessment and annual census process, coordinating with the HEAD Deputy for Administration and FMD personnel.2.

2. Data Systems Maintenance Is the software/hardware administrator to five technical leads of approximately thirty computer maintenance contracts at SAO’s Chandra OCC. Serve as the point of contact for the definition, documentation, technical evaluation, and coordination of all customer support computer systems requirements for SAO’s Chandra OCC. Develop and coordinate technical requirements, associated procurement plans, budget evaluation, and implementation schedule with all related Northrop Grumman Systems Engineering personnel and SAO/OCC staff for final approval by the IST Manager.

Examine each software agreement for end-of-life, terms and conditions, warranty information, licensing agreements. Know when assets such as hardware are under warranty, length of term, etc. Track each software agreement for amendment, termination, renewal, or consolidation. Recommend each software agreement for termination, renewal, or consolidation. Record in existing, enhance, or create new databases to include vendor contact information, agreement number, cost at purchase, line items, status of item (under repair, broken, etc), repair histories, histories include costs for parts and labor, is supporting equipment providing value.

3. Task and Program Management .

Support the CXC Program Administrator with Task Development for the annual OCC budget and other cost estimates by researching, identifying and compiling financial backup from CXO-maintained reports and historical documents in areas such as supplies and services, equipment, travel, educational opportunities, and other services. Supports the OCC Managers in project planning, scheduling, and analyzing project resource requirements. The employee independently creates tables and reports based on the requirements established by the unit. Task may include photocopy responsibilities.

Manage CXC Data Systems internal Engineering Change Requests (ECRs) documentation. ECRs call for an adjustment to Chandra’s Data System software; it is of great importance in the change management process. The ECR states what needs to be accomplished, but omits how the change should be carried out. Important elements of a change request are an ID, a control number (ID), a distribution routing, priority, the deadline (if applicable), a change narrative, and technical responsibility. Change requests typically originate from one of five sources: (i) problem reports that identify bugs that must be fixed, which forms the most common source, (ii) system enhancement requests from users, (iii) events in the development of other systems, (iv) changes in underlying structure and or standards (e.g. in software development this could be a new operating system) and (v) demands from senior management.

4. Perform other general administrative and financial duties as assigned such as, but not limited to, maintaining time and attendance records for designated employees; preparing necessary travel documents, authorizations and training forms; writing letters and memoranda

Requirements

Conditions of Employment

• Pre- and post-appointment background investigation.
• May be required to serve a one-year probationary period.
• Direct deposit/electronic funds transfer required for salary payment

Your application package should include the following documents:

• Detailed resume
• Unofficial school transcripts, if the position has an education requirement or if you are using education to qualify.
• Proof of U.S. accreditation for foreign
  study, if applicable.

How You Will Be Evaluated

• Benefits

  A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

  The Smithsonian offers a comprehensive benefits package that includes, in part, vacation and sick leave, holidays, commuter benefits, health/life insurance and accidental insurance.

  
  

  Review our benefits

  Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

• Required Documents

  As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.

  Your application package should include the
  following documents:

  • Detailed resume
  • school transcripts, if the position has an education requirement or if you are using education to qualify.
  • Proof of U.S. accreditation for foreign
    study, if applicable.

  If you are relying on your education to meet qualification requirements:

  Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.

  Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

• How to Apply

  Click on the "Apply Online" button on the upper right side of the page.
  Please Note:

  • You must apply for this position online through the 'Apply Online' button and submit required supplemental documents (if they are relevant to you).
  • You may submit required documents by uploading them online during the application process;
    OR
    You may manually fax required documents. Faxes are received by an automated system, not a physical fax machine. Documents that are faxed as part of the application process must be sent with the system generated cover sheet by the closing date. Documents faxed without the system generated coversheet are not retrievable and cannot be considered as part of the application package.
  • The complete application package, including any required documents, is due in the Smithsonian Office of Human Resources on the closing date of the announcement by 11:59 PM Eastern Time.
  • If you are unable to apply online, paper applications may be accepted with prior approval of the Contact Person listed below.

  Agency contact information

  Mary Hebert

  Phone

  617 496-7816

  Fax

  617 495 7263

  Email

  mhebert@cfa.harvard.edu

  Address

  SMITHSONIAN
  Office of Human Resources
  60 Garden Street, MS 17
  Cambridge, Massachusetts 02138
  United States

  Next steps

  What to Expect Next: After you apply, you will receive an automated acknowledgement email that your submission was successful. The staffing process to identify highly qualified candidates may take up to four weeks or more to complete. After the announcement closes and application reviews are done, you may be contacted by the hiring office if further evaluation or interviews are required. All applicants will receive written notification on the final outcome of the position.

• Fair and Transparent

  The Federal hiring process is set up to be fair and transparent. Please read the following guidance.

  • Equal Employment Opportunity (EEO) Policy
  • Reasonable accommodation policy
  • Financial suitability
  • Selective Service
  • New employee probationary period
  • Signature and false statements
  • Privacy Act
  • Social security number request

Required Documents

Clarification from the agency

This position is open to all qualified candidates with U.S. Citizenship or U.S. Permanent Resident status.