Program Assistant (IS-0303-06)

at  Smithsonian Associates

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 for lifelong learners are strongly encouraged to apply.

QUALIFICATION REQUIREMENTS

To qualify for this position, applicants must possess:

• 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.

Applicants, who wish to qualify based on 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 your application being rejected 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 should submit their resumes and a cover letter by June 21, 2024. 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. Relocation expenses are not paid.
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.
Commitment to Diversity, Equity, and Inclusion
The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact associatescareers@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. 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: www.si.edu/oeema.

• Prepares, submits, and tracks all necessary administrative forms (e.g., presenter contracts, purchase orders, hotel reservations, program detail sheets, handouts, AV and space requirements, volunteer requests, event/change forms, supply orders, etc.) in a timely fashion.
• Helps with and ensures that all logistical and technical arrangements for programs are in place.
• Maintains a well‐organized file on each assigned program containing all pertinent information relating to its implementation.
• Provides technical support for Associates streaming programs using the Zoom platform via an at home workstation with strong internet connectivity or in Associates streaming studio. Tech support includes assisting presenter with zoom technical issues pertaining to audio and visual set up; setting up programs in Zoom (from program structure to broadcasting and recording); admitting participants, spotlighting presenters and assisting with other Zoom program support roles such as chat box cues, screen sharing and managing the Q&A; attending tech rehearsals.
• Availability to staff weekend and evening programs online or in-person throughout the year.
• Attends weekly tech host meetings to stay abreast of current developments in program delivery structure and Zoom changes.
• Notifies relevant parties (presenters, participants, staff, et al.) in a timely manner should a program be cancelled, moved, or postponed for any reason.
• Attends programs (virtual or in-person) as assigned, to supervise and/or assist speakers, managers, volunteers, and vendors with all aspects of the program.
• Assists in training and supervising interns and program/office 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.
• Prepares correspondence, printed programs, program notes, etc.
• Develops and manages multiple tracking systems and online filing systems.
• Assists in the maintenance of social media platforms with the aim of providing content and stimulating sales, occasionally contributing original content.
• Other duties may be assigned.