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Staff Assistant
2 months ago
Non-sensitive (NS)/Moderate 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 and 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 as low risk.
- 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.
OVERVIEWThe Smithsonian’s National Museum of the American Indian (NMAI) seeks experienced and highly motivated candidates to fill the position of Staff Assistant for an initial term of two years. The initial term may or may not be extended. The purpose of this position is to serve as a Staff Assistant to the Associate Director of Digital Strategy and Engagement. The incumbent of this position serves as a personal and confidential assistant to the Associate Director, provides program and administrative support, and assists the Associate Director in engagement efforts with Native constituents, donors, and other high-level officials of government and the private sector. The Associate Director of Digital Strategy and Engagement oversees and manages the NMAI departments involved in producing the museum’s digital work products – Information Management and Technology, Publications, New Media Initiatives, Web, and Marketing and Communications.
The NMAI is responsible for affirming to Native communities and the non-Native public, the historical and contemporary culture and cultural achievements of the Indigenous peoples of the Western Hemisphere by advancing, in consultation, collaboration and cooperation with them, a knowledge and understanding of their cultures, including art, history, and language, and by recognizing the Museum's special responsibility, through innovative public programming, research, and collections, to protect, support, and enhance the development, maintenance, and perpetuation of Indigenous culture and community.
This position is located at the National Museum of the American Indian on the National Mall in Washington, DC. Occasional travel in support of the Associate Director will be required. The Smithsonian Institution is an equal opportunity employer.
DUTIES AND RESPONSIBILITIES
- Serves as a personal and confidential assistant and liaison to the Associate Director of Digital Strategy and Engagement.
- Reviews and keeps abreast of all correspondence and e-mail, determines that which will be directed to the Associate Director (AD) or others in the Museum. Answers inquiries, refers callers to appropriate individuals, answers questions on behalf of the AD and refers to the AD only those queries requiring personal attention.
- Continually examines administrative systems within the AD Office for efficiency, recommends changes to internal processes to increase efficiency, and implements changes that facilitate improvements regarding the Museum’s work.
- Serves as the senior staff assistant and liaison to other Smithsonian units, other directors, and office heads. Interacts with persons from outside organizations, including other Federal agencies, Museums, and universities, and responds on behalf of the AD to invitations, requests for information, and other inquiries (both internal and external), obtain information from various staff as needed, or notify appropriate staff of need for information or recommendations.
- Maintains short- and long-term calendars, scheduling, and action items for the AD, establishing priorities according to AD direction. Arranges and manages meetings, contacts participants, and assembles correspondence, records, reports, data, and other materials having a bearing on the subject for discussion.
- Makes travel arrangements, develops travel itineraries, and schedules and books all reservations for travel accommodations. Prepares and processes travel requests, authorizations and vouchers in the Smithsonian travel system and uses a Smithsonian purchase card to make purchases with the AD’s approval according to SI policies and procedures.
- Develops, maintains, and oversees program records management and record controls systems for correspondence, agenda, and action documents; arranges and executes follow up activities to include reviewing files annually to determine what materials should be retained, destroyed, or transferred to Smithsonian Archives; establishes and maintains administrative and/or subject matter files; drafts a variety of reports, briefing charts, slides, etc., in support of the Associate Director’s planning, scheduling, and presentations.
- Ensures inventory and accountability of equipment and property and reconciles discrepancies in the inventory list with actual inventory on hand. Prepares required documentation for accession and transfer of equipment and property.
- Works with AD and Advancement Department staff in support of the Museum’s fundraising goals including the scheduling of meetings with donors and prospects, coordination of travel and meetings, and tracking and ensuring timely follow-up.
QUALIFICATION REQUIREMENTS
- Knowledge of a museum, cultural or historical organization's mission, laws, policy, regulations, structure, and priorities to perform procedural duties and responsibilities related to confidential assistance, program assistance, and engagement.
- Knowledge of a museum, cultural or historical organizations and leadership’s policies, views, and priorities to serve as confidential and special assistant and in responding to oral and/or written inquiries and requests.
- Knowledge of management principles, practices, methods, and techniques and skill in integrating administrative services, requirements, operations, and procedures to plan and coordinate functions of the office, to enhance accomplishment of the organization’s work, and to provide technical guidance.
- Knowledge of current technology and ability to learn emerging technology to search and retrieve data and information for meetings, briefings, and presentations; to prepare reports and correspondence; to prepare and submit training requests, awards, and time sheets; and to effect collaborative efforts with organization staff and external departments and units.
- Knowledge of and skill in analytical and evaluative techniques to analyze and evaluate program effectiveness, plans, schedules, and coordination of work operations and recommend improvements in effectiveness and efficiency of work operations; to implement routine projects sufficient to evaluate and recommend improvements for all phases and to ensure projects are complete within scope, schedule, and budget.
- Oral communication and customer service skills to respond to inquiries and assignments from multiple sources; to support the collaborations between the Associate Director and senior staff, senior Smithsonian management; to express information to individuals or groups effectively considering the audience and nature and/or sensitivity of the information; to make clear presentations; to listen to others, attend to nonverbal cues, and respond appropriately.
- Written communication skills to write, edit and present recommendations, reports, and correspondence. Recognizes and uses correct English grammar, punctuation, and spelling. Communicates information (facts, messages), in a succinct and organized manner and produces written information, which may include technical materials that is appropriate for the intended audience.
- Interpersonal relationship skills to cultivate and maintain relations and to conduct coordination and liaison with a variety of departments and individuals whether they are high level employees, representatives from other museums, galleries, national or international, private foundations or cultural institutions; current, past, and potential donors; scholars of all disciplines, and leaders from cultural, education, and financial institutions.
- Exercises courtesy, tact, empathy, sensitivity to cultural diversity, race, gender, disabilities, and other individual differences.
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 NMAI-HR-STAFF@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.
