Administrative Officer, IS 0341-13

Administrative Officer, IS 0341-13

Application Deadline: 30 November 2026

Department: Smithsonian Gardens

Employment Type: Full Time

Location: Washington, DC

Reporting To: Director

Compensation: $121,785 - $158,322 / year

Description

OPEN DATE: November 3, 2026

CLOSING DATE: November 30, 2026

POSITION TYPE: Trust Fund

APPOINTMENT TYPE: Indefinite

SCHEDULE: Full Time

DUTY LOCATION: Washington, DC

Position sensitivity and risk:Non-Sensitive/Low Risk

Open to all qualified applicants

OVERVIEW

Smithsonian Gardens enriches the Smithsonian Institution experience through exceptional gardens, horticulture exhibits, collections and educational programs. An SI-recognized collections unit, SG manages collections of living, garden objects and the Archives of American Gardens.

DUTIES AND RESPONSIBILITIES

This position serves as a key administrative advisor to the Director and SG Leadership, driving alignment across budget, HR, and daily operations. The selected candidate is responsible for the integrated coordination and execution of a wide range of administrative and management services essential to the operations of Smithsonian Gardens.

Management Analysis and Long-Range Planning:

• Serves as the principal advisor to management on administrative operations and sensitive organizational matters. Directs administrative programs involving budget, human resources, procurement, facilities management, safety, and related functions. Interprets SG and SI policies, develops plans and programs, and advises supervisors on administrative actions and workforce issues.
• Coordinates operations across SG by identifying workflow gaps, streamlining processes, and implementing improvements that enhance efficiency and service delivery. Translates leadership priorities into operational plans, oversees recruitment and workforce planning activities, monitors budgets and administrative processes, and ensures compliance, consistency, and timeliness of operations.
• Participates in Smithsonian-wide management and administrative initiatives, including the Council of Administrators. Represents SG in internal and external meetings, evaluates service effectiveness through stakeholder engagement, and cultivates professional networks to identify and implement best practices.

Budget Formulation and Execution:

• Directs all phases of budget formulation, presentation, justification, execution, and monitoring. Develops budget narratives, supporting documentation, spending plans, and financial reports while ensuring compliance with management objectives, regulatory requirements, and donor intent, when applicable.
• Monitors obligations and expenditures, adjusts funding allocations to reflect changing priorities and resource availability, and oversees spending plans and resource control systems. Conducts cost-benefit analyses, develops cost-containment strategies, and reports budget status to management, leadership, and donors. Ensures the accuracy and integrity of financial records and reports.

Personnel Management Program:

• Manages SG's personnel program, including workforce planning, recruitment, staffing, interviewing, promotions, classification, position management, performance management, employee relations, recognition, and training. Analyzes workforce utilization against authorized positions and budgets, identifies issues, and works with supervisors to resolve them.
• Reviews personnel policies and actions, advises managers on human resources matters, and recommends improvements to personnel programs and practices. Identifies training and development needs, supports staff development and diversity initiatives, and monitors performance management systems to ensure fairness, consistency, and alignment with SG goals.
• Manages and maintains SG's SharePoint site, coordinating updates with managers and stakeholders to ensure information remains current and accessible.

Procurement and Finance:

• Oversees procurement and financial operations, including the review and processing of procurement actions, travel requests, supplies, services, and equipment purchases funded through Federal and Trust resources.
• Monitors expenditures to ensure appropriate use of funds and compliance with funding limitations. Coordinates and oversees accounts payable, accounts receivable, and gift-processing activities, ensuring transactions are accurately recorded and comply with established financial and donor management policies and procedures.

Facilities Management:

• Analyzes facility, vehicle, and equipment requirements based on operational needs, workflow, and long-range planning. Develops and implements capital plans for facility maintenance, improvements, and vehicle replacement.
• Serves as SG's liaison with the General Services Administration (GSA) and Smithsonian service providers regarding facilities and vehicle maintenance. Evaluates and recommends solutions related to space utilization, equipment, telecommunications, and information technology needs. Coordinates facility-related projects and external partnerships and oversees incoming and outgoing mail operations.
• Implements and monitors SG's safety and occupational health program, promotes regulatory compliance, and communicates safety policies, procedures, and best practices to staff.

Supervisory Duties:

• Provides supervision and administrative oversight of assigned staff by planning, organizing, prioritizing, and assigning work; establishing schedules and workload priorities; monitoring progress; and ensuring timely completion of assignments.
• Establishes performance expectations, evaluates employee performance, provides technical and administrative guidance, and identifies training and development opportunities. Participates in recruitment and selection activities and recommends appointments, promotions, reassignments, and other personnel actions.
• Addresses routine performance and conduct issues, recommends corrective actions within delegated authority, and refers complex matters to higher-level management. Identifies opportunities to improve productivity, work processes, and service delivery. Reviews and approves employee leave and timesheets, ensuring adequate staffing coverage and compliance with Smithsonian policies and procedures.

Performs other duties as assigned.

QUALIFICATION REQUIREMENTS

Education and Experience:
To qualify for this position, applicants must possess a bachelor's degree from an accredited college or university and at least seven (7) years of progressively responsible experience managing administrative operations, or an equivalent combination of education and experience that demonstrates the knowledge, skills, and abilities required to perform the duties of the position. A master's degree in public administration, business administration, human resources management, organizational leadership, or a related field is preferred.

Qualifying experience includes:

• Planning, directing, and evaluating administrative programs and operations.
• Developing, administering, and monitoring budgets, including financial planning, forecasting, resource allocation, expenditure oversight, and budget reporting.
• Managing procurement, contracts, travel, and related administrative functions.
• Leading workforce planning, recruitment, onboarding, staffing, and personnel management activities.
• Advising senior leadership on administrative, operational, financial, and human resources matters.
• Supervising professional, administrative, and support staff, including performance management, employee relations, and staff development.
• Managing financial and human capital resources to support organizational priorities and ensure accountability.
• Identifying operational challenges, resolving complex issues, balancing competing priorities, and implementing process improvements.
• Developing and implementing administrative policies, procedures, and operational plans that promote efficiency, compliance, and effective service delivery.
• Building collaborative relationships with internal and external stakeholders and representing the organization in committees, meetings, and cross-functional initiatives.
• Experience managing administrative operations within a museum, cultural, educational, research, nonprofit, governmental, or similarly complex organization is highly desirable.

Education completed outside the United States must be deemed equivalent to higher education programs of U.S. Institutions by an organization that specializes in the interpretation of foreign educational credentials. This documentation is the responsibility of the applicant and should be included as part of your application package.

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

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

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.

What To Expect Next: Once the vacancy announcement closes, a review of your resume will be compared against the qualification and experience requirements related to this job. After review of applicant resumes is complete, qualified candidates will be referred to the hiring manager.

Relocation expenses are not paid.

The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact sikkengak@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.