Smithsonian Institution · 18 hours ago
Management Support Assistant (IS-0303-06)
Washington, DC
Full-time
Onsite
Entry Level
$52K/yr - $61K/yr
1+ years expThe Smithsonian Institution’s Office of Academic Appointments and Internships (OAAI) is seeking a Financial Management Support Assistant to manage stipend payments for interns and fellows. This role involves administrative duties, office management, and collaboration with various teams to ensure accurate financial processes.
ArtEducationLegalMuseums and Historical Sites
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
Qualification
Required
Bachelor's degree (B.A./B.S.) from an accredited four-year college or university and/or 1-3 years of related experience; 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
Benefits
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)
Company
Smithsonian Institution
Smithsonian Institution is a group of museums and research centers administered by the United States government.
5001-10000 employees
H1B Sponsorship
Smithsonian Institution has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (11)
2024 (11)
2023 (5)
2022 (7)
2021 (7)
2020 (12)
Funding
Current Stage
Late StageTotal Funding
$0.05MKey Investors
Bezos Earth Fund
2025-05-21Grant· $0.05M
Leadership Team
E
Elizabeth Ziebarth
Visitor Accessibility, Smithsonian Institution
Ellen Stofan
Under Secretary for Science and Research
Recent News
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