Program Assistant (IS-0303-06)

Application Deadline: 16 December 2024

Department: Smithsonian Associates

Location: Washington, DC

Compensation: $50,326 - $57,037 / year

Description

OPEN DATE: December 2, 2024
CLOSING DATE: December 16, 2024 (This job will close once 100 applications are received which may be sooner than the closing date.)
POSITION TYPE: Trust Fund
APPOINTMENT TYPE: Indefinite
SCHEDULE: Full Time
DUTY LOCATION: Washington, DC
Position sensitivity and risk: Non-sensitive (NS)/Low Risk

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.

OVERVIEW

Smithsonian Associates (Associates) leverages the vast resources of the Smithsonian Institution to create pan-institutional public programs for Associates members and the general public. Associates' programs are created for in-person Washington DC area audiences and virtual audiences across the country with content delivered via Zoom. Associates curates and produces informative, enlightening, entertaining, and insightful programs, including lectures, seminars, courses, study tours, studio arts, performances, films, children's theater, and summer camp inspired by and amplifying the full character of the Smithsonian's collections, exhibitions, and research. Audiences of all ages explore topics in scientific, historic, artistic, and cultural expression. Through their participation, members and the public become involved in the Institution's work, creating broad interest and support for the Smithsonian. The Smithsonian Associates is a financially independent educational non-profit business activity within the Smithsonian: funding derived from ticket sales, tuition, membership fees and fundraising.

Smithsonian Associates is looking for an Operations Coordinator to help facilitate the day-to-day tasks primarily associated with adult programming. The incumbent should be an independent, energetic go-getter, able to manage multiple projects, prioritize responsibilities and deliverables, adapt to new challenges, and operate effectively in a fast-paced work environment. The ideal candidate will be a creative thinker who enjoys working in a lively team environment. Those with experience in an office administration role are encouraged to apply. Individuals with interests in educational programming and a passion for travel and lifelong learning are strongly encouraged to apply.

This position has promotion potential to IS-0303-07.

DUTIES AND RESPONSIBILITIES

• Prepares, submits, and tracks all necessary administrative forms (e.g., presenter contracts, purchase orders, hotel and venue reservations, program detail sheets, handouts, AV and space requirements, volunteer requests, supply orders, etc.) in a timely fashion.


• Helps with and ensures that all logistical and technical arrangements for programs are in place (e.g. confirming final counts, making final payments, creating tour information packets, finalizing itineraries and all pre-tour logistics, creating handouts, etc.)


• Maintains a well‐organized file on each assigned program containing all pertinent information relating to its implementation.


• Available to staff weekend and evening tours online or in-person throughout the year. Receives training to function as a tour representative. (This includes working with speakers/leader, managers, volunteers, and sites with other onsite programming.)


• Provides technical support for Associates streaming programs using the Zoom platform via an at home workstation with strong internet connectivity. Attends training and meetings as needed.


• Notifies relevant parties (presenters, participants, staff, et al.) in a timely manner should a program be cancelled, moved, or postponed for any reason.


• Assists in training and providing work tasks for interns and volunteers as appropriate.


• Tracks expenditures for assigned programs, reviewing bills for accuracy, and submitting approved invoices for payment. Reviews related monthly reconciliation statements.


• Prepares program budget reports and financial summaries, as assigned.


• Responds to the Study Tours Customer Service inbox, answering tour related questions, concerns, and handling participant information.


• Develops and manages multiple tracking systems and online filing systems.


• Other duties may be assigned.

QUALIFICATION REQUIREMENTS

• Excellent written and verbal communication skills including public speaking ability to conduct program introductions.


• Detailed oriented with strong organizational and analytical skills.


• Self-starter capable of taking ownership of required tasks and responsibilities.


• Interpersonal skills with demonstrated poise, tact, and diplomacy.


• Ability to manage multiple tasks with various deadlines and set priorities.


• High level of proficiency in Windows Office programs. Familiarity with Adobe and other related software programs (including Tessitura) is a plus.


• Proficiency with Zoom or other virtual streaming platforms.


• Knowledge of museum, education, and/or liberal arts programs as it relates to clerical and administrative functions of an office.


• Bachelor's Degree from an accredited university/college is preferred.

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.

The Smithsonian Institution values and seeks a diverse workforce. Join us in "Inspiring Generations through Knowledge and Discovery."

Interested candidates must submit their resumes and a cover letter by December 16, 2024, or when 100 applications are received. Applications without a cover letter will not be considered. 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.

Commitment to Diversity, Equity, and Inclusion
The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact [email protected]. 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. We believe that a workforce comprising a variety of educational, cultural, and experiential backgrounds support and enhance our daily work life and contribute to the richness of our exhibitions and programs. See Smithsonian EEO program information: https://www.si.edu/oeesd.