Special Events Coordinator (IS-1001-11)

Application Deadline: 19 December 2024

Department: National Portrait Gallery

Employment Type: Full Time

Location: Washington, DC

Reporting To: Special Events Manager

Compensation: $82,764 - $107,590 / year

Description

OPEN DATE: December 5, 2024

CLOSING DATE: December 19, 2024

POSITION TYPE: Trust Fund

APPOINTMENT TYPE: Temporary Not to Exceed Two (2) Years

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

Come join a dedicated and creative team at an exceptional time for the Smithsonian, an institution with a bold vision for the future: to build a better tomorrow for all. Smithsonian Secretary Lonnie G. Bunch III and the institution’s leadership are launching a campaign to support this vision. The Smithsonian Campaign for Our Shared Future will secure funds for all Smithsonian museums and centers as the institution reimagines its mission to find solutions for collective challenges in a rapidly changing world. The campaign will provide a foundation for critical research to ensure people and nature thrive together, build unparalleled education programs with families and partners, collect the world’s most precious objects, document the present while reflecting on the past, and reimagine the visitor experience both in-person and online. We are bringing the Smithsonian off the National Mall and across the country through dynamic programming and affiliate partnerships, creating access for all. The Smithsonian is also developing two new museums—the National Museum of the American Latino and the Smithsonian American Women's History Museum. These museums will share the experiences and perspectives of Latinos and women across history and deepen our shared understanding of what it means to be American.

The National Portrait Gallery was authorized and founded by Congress in 1962 with the mission to acquire and display portraits of "men and women who have made significant contributions to the history, development, and culture of the people of the United States." Today, the Smithsonian’s National Portrait Gallery attracts over 2 million visitors onsite and 4 million online and continues to narrate the multi-faceted and ever-changing story of America through the individuals who have shaped its culture. Through the visual arts, performing arts, and new media, the Portrait Gallery presents poets and presidents, visionaries and villains, actors and activists whose lives form our national identity.

Duties And Responsibilities

The Smithsonian’s National Portrait Gallery (NPG) seeks an enthusiastic and detail-focused Special Events Coordinator to provide support to the Advancement team and assist and coordinate all aspects of NPG special events including:

• Provides coordination and planning for corporate and other revenue-generating events for the NPG.
• Prepares event agreements for the supervisor's review, present them to clients, and obtains signature approvals.
• Books venue spaces, conducts walk-throughs and meetings with hosts or their representative, building managers, caterers and other support staff as required.
• Assists with planning large-scale events including the Portrait of a Nation Gala. The Gala is the NPG’s signature fundraising event, attracting high profile attendees and honorees.
• Drafts invitations, programs, and other related printed materials for special events.
• Responsible for management of allocated special events budgets and expenditures.
  
  

Qualification Requirements

Experience required for this position is as follows:

• Knowledge of and experience in the planning, managing, and leading of special museum events, as well as analytical and evaluative methods in organizing and managing numerous events and diverse projects related to the museum’s mission.
• Knowledge of communications development and delivery to strategically develop and advise on special event messaging, ensuring integration of client, museum, and target audience needs.
• Knowledge of the organizational structure and protocol policies of the U.S. Government, foreign nations, and private enterprise to ensure proper protocol for ceremonies, planning events, receiving lines, luncheon and inner seating arrangements within a museum setting.
• Knowledge of the management of project’s design in order to manage and oversee special event budgets and operational costs, to ensure allocated funding and expenditures are in accordance with museum policies, and to ensure timely and accurate payment and reimbursement to clients and/or vendors.
  
  

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."

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.