Management Support Assistant - Smithsonian Conservation Commons

Smithsonian, Office of International Relations & Programs
  • Location
    Washington, D.C.
  • Sector
    Non Profit
  • Experience
    Early Career
  • Apply by
  • Posted
    Dec 18

Position description

The Smithsonian Institution is the world's largest museum, education and research complex, comprised of 19 museums and galleries, nine research centers, 21 libraries, the National Zoological Park and more than 200 affiliate museum partners. The Smithsonian is dedicated to its founding mission, “the increase and diffusion of knowledge” and as such we use our resources to encourage curiosity, ignite wonder and spark the joy of learning. 


The Smithsonian’s Office of International Relations (OIR) serves as the central point for Institution-wide advice, insight, analysis, and coordination of all international activities of the Institution. OIR is the central external representative of international programs for the Institution and leads institutional relationships with US government and international organizations, including the U.S. Department of State, the U.S. Agency for International Development, foreign embassies, and other governmental and private organizations in the U.S. and abroad. In addition to international activities, OIR serves as a key partner for internal, pan-institutional, cross-cutting initiatives, such as Conservation Commons. 


With its global reach and world-renowned experts, the Smithsonian is uniquely positioned to advance science-based solutions and transform people’s attitudes and approaches to conservation. Smithsonian Conservation Commons leverages the expertise and resources of the Institution and celebrates a change in how conservation and sustainability are approached shifting focus from problem to solution—from a sense of loss to one of hope. Through its core Action Areas - Earth Optimism, Movement of Life, and Working Land and Seascapes - the Conservation Commons serves as a convener and amplifier of interdisciplinary collaboration across the Smithsonian and with external partners. The Commons incentivizes applied research to tackle major conservation challenges, like rapid biodiversity loss and the impacts of climate change, and enhances the Smithsonian’s ability to translate knowledge into action by providing examples of conservation success across ecosystems globally.


The Smithsonian’s Conservation Commons and Office of International Relations seeks a Management Support Assistant to join its team. This position provides support for CC & OIR, including, but not limited to assisting with: managing funds, monitoring budgets, purchasing supplies and programmatic support. This is a 24-month term position.


Major Duties and Responsibilities include (but not limited to):

  • Assists with accounting reconciliation using the PeopleSoft financial system. 
  • Reviews accounts and financial records 
  • Prepares financial reports 
  • Inputs and maintains financial data in PeopleSoft and cuff record systems (Excel Spreadsheets). 
  • General office administration such as: miscellaneous reimbursements, travel preparation, purchasing general office supplies.
  • Provides assistance preparing contract documentation (contracts, purchase orders, etc).
  • Ensures that expenditures are made in accordance with Smithsonian (Office of Contracting) and Federal government policies and rules. 
  • Serves as a Property Custodian
  • Consults supervisor for verification of available funds. 
  • Prepares and maintains necessary reports for accounting and statistical purposes. 
  • Assists with administrative data management for programs
  • Tracks advancement prospects, incoming gifts/sponsorships, ensures gift/sponsorship agreements are accurate
  • Manages webinar/meetings through Zoom
  • Manages meeting notes where requested
  • Manages and track weekly admin meetings
  • Supports Conservation Commons Core and Fundraising team with administrative and organizational tasks as needed 


Qualified candidates should hold a bachelor’s degree or higher. Candidates should be familiar with Excel, Word and Outlook systems. Preferred experience with finance and accounting and familiarity with museum and conservation related research initiatives. 


The Smithsonian offers a competitive salary and a comprehensive benefits package. To learn more about us, visit This is not a Federal position but has similar requirements and benefits. 



Application instructions

Interested candidates should submit their resumes and cover letter with “Management Support Assistant/Conservation Commons” in the subject line by January 8, 2021.

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