Procurement Specialist (IS-1101-14)

Position sensitivity and risk:
Non-Sensitive/Moderate Risk

Who May Apply:
Open to all qualified applicants

Trust Fund positions are unique to the Smithsonian. They are paid for from a variety of sources, including the Smithsonian endowment, revenue from our business activities, donations, grants and contracts. Trust employees are not part of the civil service, nor does trust fund employment lead to Federal status. The salary ranges for trust positions are generally the same as for federal positions and in many cases trust and federal employees work side by side. Trust employees have their own benefit program, which may include 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).

This position is located in the Office of Sponsored Projects (OSP) at the Smithsonian Institution (SI). OSP is the primary point of administrative and financial interface between the Smithsonian and (1) public and private organizations that provide funds for research, exhibitions and other sponsored activities, and (2) Federal government officers charged with writing/enforcing regulations related to research funded through grants and contracts.

The purpose of the position is to ensure administrative compliance with requirements of grants and contracts, and for managing a diverse portfolio of grants and contracts awarded to the Smithsonian units.

Provides guidance to those Smithsonian employees or affiliated staff (“Principal Investigators”) who wish to apply for external support of research, education, training or exhibit projects, to ensure that Smithsonian, sponsor and federal policies are followed. Reviews and negotiates grant or contract award terms, negotiates changes, and recommends acceptance of awards to OSP Director. Drafts subaward documents and provides authoritative advice and guidance to Principal Investigators when they need to make changes to project scope, budget or other administrative matters.

Advises on complex (international, multiparty, non-traditional sponsor) project development, by aiding in proposal submission, budget development and award drafting/negotiations involving private and government sponsors. Consults with the Office of General Counsel and other offices as needed to resolve complex award terms and conditions and ensure proposals are developed and awards are negotiated with full consideration and management of risks. Represents the Smithsonian in meetings with selected professional and administrative staff of sponsors, collaborators or subcontractors to resolve proposal issues and award negotiations.

Directs and coordinates timely account set-up with post-award staff, resolves complex project management issues, including those related to international projects and interagency agreements, in keeping with award requirements and Smithsonian policies, and communicates required changes to sponsors when needed. Ensures that awards are closed out and required reports are filed with the sponsor. Provides authoritative advice and guidance to OSP colleagues and management when needed on legal interpretation and complex sponsored project issues, such as drafting/negotiating agreements with unusual terms or non-traditional sponsors, managing/drafting high risk subawards, managing issues involving paying in country/non-US citizen project staff, interagency agreement appropriations law and accounting issues, use of PeopleSoft grants module, and assists with resolution of award administration issues. Represents the Smithsonian in meetings with selected professional and administrative staff of sponsors.

Drafts and revises Institutional policy to best reflect external regulations related to federal research policies. Identifies, creates, or revises internal procedures, forms, and systems, and identifies, creates or updates OSP training curricula to be offered to Smithsonian staff. Delivers specialized sponsored projects-related trainings to Smithsonian staff. Reporting and Professional Development (5%)

Works with OSP colleagues to maximize the quality of services provided to clients and conducts review, approval, and signature of official documents as a backup to OSP management. Participates in OSP meetings and attends professional training opportunities.

Performs other duties as assigned.

Education and Experience: To qualify for this position, applicants must possess a bachelor’s degree (B.A.) from an accredited four-year college or university and/or 3-5 years of related experience (described below); or an equivalent combination of education and experience.

Experience required for this position is as follows:

• Mastery of contract types, methods, theories, principles, and practices to plan and carry out long-term pre-award and/or post-award grants management and procurement actions for federal and private grants and contracts research, as well as nonprofit sector finance and administration, information systems, business and program management, and organizational behavior.

Knowledge of special techniques used in processing and digitizing data related to the collections and disciplines.

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 OHRTRUSTBRANCH@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.

The Smithsonian Institution is an Equal Opportunity Employer. To review The Smithsonian's EEO program information, please click the following: https://www.si.edu/oeo

Founded in 1846, the Smithsonian is the world’s largest museum and research complex of 21 museums and galleries, the National Zoo and Conservation Biology Institute, and 14 education and research facilities. There are more than 6,500 Smithsonian employees, including approximately 500 scientists. The total number of objects, works of art and specimens at the Smithsonian is estimated at more than 157 million.