OPEN DATE: February 3, 2026
CLOSING DATE: February 17, 2026
POSITION TYPE: Trust Fund
APPOINTMENT TYPE: Permanent
SCHEDULE: Full Time
DUTY LOCATION: Washington, DC
Position sensitivity and risk:
Moderate Risk/Noncritical Sensitive
Who May Apply:
Open to all qualified applicants
What are Trust Fund Positions?
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).
Conditions of Employment
- Pass Pre-employment Background Check and Subsequent Background Investigation for position designated.
- Complete a Probationary Period.
- Maintain a Bank Account for Direct Deposit/Electronic Transfer.
- The position is open to all candidates eligible to work in the United States. Proof of eligibility to work in U.S. is not required to apply.
- Applicants must meet all qualification and eligibility requirements within 30 days of the closing date of this announcement.
The Smithsonian Institution’s (SI) Office of Academic Appointments and Internships (OAAI) is seeking a Financial Management Support Assistant (MSA) to carry out the stipend payment process for interns and fellows (academic appointees) throughout the Smithsonian. This position also supports the overall functions and operations of OAAI, including administrative duties and office management. The MSA works closely with the OAAI team, the Office of Finance & Accounting (OF&A), and various Smithsonian units. The MSA reports to the Director and works in constant collaboration with OAAI’s Administrative Officer and Management Support Specialist. The OAAI is a central management and administration office committed to supporting the academic and career enhancement of interns and fellows throughout the Institution.
Stipend Payment Process:
- 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.
Procurement:
- 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.
Funds/Budget Management:
- 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.
Administrative Support:
- 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.
Education and Experience:
- To qualify for this position, applicants should possess a bachelor’s degree (B.A./B.S.) from an accredited four-year college or university and/or 1-3 years of related experience (described below); 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.
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 Gavin Hubbard (HubbardTG@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.
