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Vacancy Details

Grade: 09

1 Choose the one statement that best describes your education, experience or combination of education and experience as related to the basic qualification requirements for this position (Be prepared to submit a transcript on request for proof of education): Answer to this question is required
  • I have successfully completed the requirements for a master's or equivalent degree in or directly related to the duties of this position.
  • I have successfully completed two full years of progressively higher level graduate education leading to a master's or equivalent graduate degree in or directly related to the duties of the position.
  • I have an LL.B. or J.D., in or related to the position.
  • I have 1 year of specialized experience at or at least equivalent to Grade 7 level in the Federal service which is in or directly related to the work of this position that provided the specific knowledge, skills and abilities to perform successfully the duties of this position. This experience could have been obtained in the public, private, or non-profit sectors.
  • I have a combination of graduate level education beyond the first year of progressive graduate study and appropriate experience that together meet the qualification requirements for this position.
  • I do NOT meet the requirements as described.
2 Choose the one statement that best describes your experience/education as it relates to this position. Answer to this question is required
  • I have one year of specialized experience equivalent to at least the GS-7 level in the Federal service or comparable pay band system. For this position specialized experience is defined as: providing day-to-day administrative operations for an office, responding to inquiries in writing and orally, preparing travel itineraries and booking travel, maintaining appointments/events calendars electronically, and creating documents using Windows software such as Word, Outlook, PowerPoint and Excel.
    2.1 Identify the specific employment/volunteer work in your resume in which you describe your experience to support your answer to the previous questions: i.e. agency/company name, position title, and dates. "Refer to Resume" will not be acceptable Maximum length of 250 characters.
  • I have qualifying education as described in the vacancy announcement.
  • I have a qualifying combination of experience and education as described in the vacancy announcement.
  • I do not have the experience or education described above.
3 Which of the following describes your experience organizing and scheduling meetings, maintaining calendars, preparing meeting notes, and following up on action items? Answer to this question is required
  • I have experience producing notes from meetings.
  • I have experience organizing and scheduling meetings.
  • I have experience organizing and scheduling meetings, and preparing meeting notes.
  • I have experience organizing and scheduling meetings, preparing meeting notes, and following up on action items.
  • I have not performed any of the above.
4 Which of the following describes your experience making travel arrangements? Answer to this question is required
  • I have not had experience or training in making travel arrangements such as plane, car, or hotel reservations.
  • I have completed training in making travel arrangements but have not yet performed this task on the job.
  • I have made travel arrangements for supervisors or staff on the job under close supervision by a supervisor, manager, or senior employee to ensure compliance with established procedures.
  • I have made travel arrangements for supervisors or staff as a regular part of the job (independently and usually without review by a supervisor or senior employee).
5 Which of the following describes your experience carrying out administrative activities? (Check all that apply) Answer to this question is required
  • I have used word processing application to format documents and reports with footnotes, headers, tables of contents, images, and similar features.
  • I have acted as a timekeeper and entered time and attendance data into a system such as WebTA.
  • I have arranged, coordinated, or supported conferences, lectures, or similar meetings.
  • I have maintained a calendar for someone other than myself.
  • I have responded to customer inquiries in a professional environment.
  • I have independently managed my tasks in an office environment with multiple staff and priorities.
  • I have not performed any of the above.
6 Which of the following describes your experience with budgets? (Check all that apply) Answer to this question is required
  • I have researched costs or purchases for work-related expenses or purchases.
  • I have managed a work-related budget by tracking income and expenditures.
  • I have tracked and reported income and expenditures in multiple funding sources.
  • I have created project budgets.
  • I have monitored progress and spending on grants or other funded projects.
  • I have no work experience with budgets.
7 Which of the following best describes your experience conducting evaluations or reviews to determine quality, economy, and/or efficiency of program operations including work flow and reporting requirements? Answer to this question is required
  • I have not had education, training, or experience in performing this task.
  • I have had education or training in performing this task but have not yet performed this task on the job.
  • I have performed this task on the job with close supervision from a supervisor or senior employee.
  • I have performed this task as a regular part of the job (independently and usually without review by a supervisor or senior employee).
8 Which of the following administrative support activities have you performed? (Check all that apply) Answer to this question is required
  • I have interpreted and applied routine administrative procedural guidelines in the areas of time and attendance and reconciling leave and payroll problems.
  • I have interpreted and applied routine administrative procedural guidelines in the preparation of a variety of administrative reports.
  • I have tracked requests and ensured materials have been received.
  • I have notified or reminded others of pending actions.
  • I have served as administrative support providing such services as telephone changes, office moves, travel, time & attendance, and files maintenance.
  • I have maintained my supervisor's calendar.
  • I have maintained my staff's calendars.
  • I have not performed any of the above tasks.
9 Which of the following statements best describes your ability to prioritize and develop work assignments while effectively responding to day-to-day administrative changes? Answer to this question is required
  • I have not had experience, education or training performing this task.
  • I have had education or training in performing these skills, but have not yet performed them on the job.
  • I have performed these skills or components of these tasks on the job, with close supervision from a supervisor or senior employee.
  • I have performed these skills as a regular part of the job, independently and usually without review by a supervisor or senior employee.
  • I have supervised performance of these skills and/or I have trained others in performance of these skills and/or am normally consulted by others as an expert for assistance in performing this task.
10 Which of the following best describes your ability to analyze and recommend improvements in workflow and office procedures? Answer to this question is required
  • I have not had experience, education or training analyzing or recommending improvements in workflow and office procedures.
  • I have completed formal education or training in analyzing or recommending improvements in workflow and office procedures, but have not yet performed this task on the job.
  • I have analyzed and recommended improvements in workflow and office procedures on the job under close supervision by a supervisor, manager, or senior employee.
  • I have analyzed and recommended improvements in workflow and office procedures as a regular part of the job, independently and usually without review by a supervisor or senior employee.
  • I have analyzed and recommended improvements in workflow and office procedures as a central or major part of my work. I have performed it myself routinely, and I have trained others in performance of this task, and/or others have consulted me as an expert for assistance in performing this task.
11 Which of the following best describes your ability to review program procedures and integrate changes to meet organizational goals? Answer to this question is required
  • I have not had education, training or experience in performing this task.
  • I have had education or training in performing these skills, but have not yet performed them on the job.
  • I have performed these skills or components of the tasks on the job, with close supervision from a supervisor or senior employee.
  • I have performed these skills as a regular part of the job, independently and usually without review by supervisor or senior employee.
  • I have supervised performance of these skills and/or I have trained other in performance of these skills and/or normally considered by others as an expert for assistance in performing this task.
12 Do you have experience researching and/or analyzing administrative problems and developing recommendations for resolution? Answer to this question is required
  • Yes
  • No
13 Which of the following statements best describe your ability to communicate orally (check all that apply): Answer to this question is required
  • I have conducted interviews with supervisors and managers to obtain information about organizational missions, functions, and work procedures.
  • I have orally presented ideas and decisions to internal and external customers to formulate fundraising strategies.
  • I have conducted briefings to internal customers to formulate marketing strategies.
  • I have conducted briefings, special events for donors, corporations, and/or foundations to generate revenue.
  • I have participated in briefings, special events for donors, contributors, and/or foundations to generate revenue.
  • I have prepared and exchanged information to management that was fairly demanding.
  • I have prepared and exchanged information that was routine in nature.
  • I have communicated with a variety of individuals which may involve explanation of involved procedures.
  • I have NOT performed any of the tasks above.
14 Which of the following best describes your experience with interpersonal communication in an organizational setting (check all that apply): Answer to this question is required
  • I have promoted and maintained good working relationships with key individuals or groups.
  • I have initiated and maintained contact with individuals outside the organization.
  • I have explained technical or other complex information to a wide variety of individuals.
  • I have persuaded others to take a particular course of action.
  • I have persuaded others to accept findings, recommendations, changes or alternative viewpoints.
  • I have expressed information to individuals or groups effectively, taking into account the audience and nature of the information.
  • I have dealt effectively with people who are difficult, hostile, or distressed.
  • I have exchanged information and discuss issues and options available with program managers.
  • I have communicated with employees to obtain their ideas, transmit management's views to them and to identify potential problems.
  • I have participated in and represented the organization at briefings, meetings, or conferences.
  • I have communicated with a variety of individuals to explain involved procedures.
  • I have communicated organizational strategies, goals, objectives, or priorities on a regular basis.
  • I have provided for the exchange of information, counsel, guidance and knowledge.
  • None of the above.
15 Which of the following statement(s) describe the written communication/briefing skills you have used to convey information? (Check all that apply) Answer to this question is required
  • I have developed written materials for briefings, meetings, or conferences.
  • I have written clear, logical, concise, and persuasive materials for reports, memoranda, and correspondence for signature by higher-level officials.
  • I have compiled text and images from various sources and edited cohesive reports that are well-organized and appropriate for the intended audience.
  • I have explained or justified decisions, conclusions, findings, or recommendations in writing.
  • I have not performed any of the above.
16 Which of the following tasks have you independently performed numerous times without review or assistance in Microsoft PowerPoint or similar program? (Check all that apply) Answer to this question is required
  • I have transferred or run PowerPoint presentations prepared by others.
  • I have made adjustments to PowerPoint slides prepared by others.
  • I have edited, formatted, and added graphics or pictures to PowerPoint slides.
  • I have edited, formatted, or imbedded video in PowerPoint slides.
  • I have developed narrative PowerPoint slides from scratch.
  • I have not performed any of the above.
17 Which of the following written materials have you prepared in support of public or educational programming? (Check all that apply) Answer to this question is required
  • Correspondence arranging or confirming a presentation by a lecturer, demonstrator, or performer.
  • E-mails or administrative forms to request and confirm logistical arrangements (i.e., room reservations, security, AV services, vendor services, etc.).
  • Calendar or web listings with a short narrative describing a program.
  • Advertising copy.
  • Brochures or concert programs.
  • Postings for social media.
  • Training or procedural materials.
  • Lesson plans or educational resources.
  • I have not performed any of the above.

Grade: All Grades

Due to the high volume of applications received for Smithsonian vacancies, we are unable to confirm receipt of online application packages including faxed documentation and may not be able to respond to your inquiry on the status of your application. After you complete the online application process, you will receive an automated email message as proof of receipt of application. You may view the status of any faxed supporting documentation by following the steps in the "How to Apply" section of the announcement. We appreciate your patience, as 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. You will receive an e-mail notification on the final status of the vacancy.
1 Select the response that best reflects how you learned about this position. Answer to this question is required
  • Individual referral (friend, relative, Smithsonian employee, school counselor, or other)
    1.1 Please indicate the source. Maximum length of 250 characters.
  • Job fair or informational session
    1.1 Please indicate the source. Maximum length of 250 characters.
  • Social networking site (Facebook, Twitter, YouTube, or other)
    1.1 Please indicate the source. Maximum length of 250 characters.
  • Other online source (USAJobs, Smithsonian website, Internet employment search)
    1.1 Please indicate the source. Maximum length of 250 characters.
  • Community or professional organization
    1.1 Please indicate the source. Maximum length of 250 characters.
  • Mass media (magazine, newspaper, radio, television, poster, telephone job hot line)
    1.1 Please indicate the source. Maximum length of 250 characters.