Special Events Coordinator

2 weeks ago

Washington, United States Smithsonian American Art Museum Full time

**Description**:
**OPEN DATE: June 17, 2024**

**CLOSING DATE: July 17, 2024**

**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 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.
- Applicants must meet all qualification and eligibility requirements within 30 days of the closing date of this announcement.

**OVERVIEW**:
This position is in the Special Events unit of the Smithsonian American Art Museum’s (SAAM) Development Office. The incumbent is responsible for hosting a wide variety of private functions in the Museum’s six dazzling venue spaces such as the Kogod Courtyard and the Renwick Gallery.

**DUTIES AND RESPONSIBILITIES**:

- Responsible for the initiation of all administrative and financial requirements necessary for special events.
- Determines appropriate invitation format, catering, decor, entertainment, and other related items for special events.
- Oversees design, printing and addressing of invitations, if required.
- Supervises event set-up and all services during events. Devises and implements special measures necessary to protect artworks in the event and preparation areas.
- Employs discretion and judgment with private and corporate sponsors, carefully balancing the needs of the organization, unit, and the outside party within the framework of polices and guidelines.

**QUALIFICATION REQUIREMENTS**:
**Experience required for this position is as follows**:

- Knowledge of and experience in the planning, managing and supervising of special events.
- Ability to organize and manage numerous events and diverse projects concurrently.
- Knowledge of the organizational structure of the U.S. Government, foreign governments, and private enterprise to insure proper protocol for ceremonies, receiving lines, luncheon and inner seating arrangements within a museum setting.
- Ability to communicate clearly and objectively, both orally and in writing, so all work is performed in an effective and timely manner and to establish and maintain relationships with individuals and organizations sharing a concern for American art.
- Knowledge of management processes to keep abreast of administrative details, to be able to recognize the need for improvement in operations to meet changing conditions, and to promote smooth functioning of all operations.
- Knowledge of policies and procedures related to special events and of procurement procedures.

**Additional Required Skills**:

- Ability to multitask in a fast-paced environment both day to day and at events.
- Attention to detail is critical.
- Strong interpersonal skills with the ability to take the initiative, multi-task, adapt to shifting priorities and be flexible.
- Excellent communications skills, both verbal and written.
- Ability to think and work independently.
- Excellent organizational skills and commitment to accuracy.
- Exercise a high level of professionalism and ability to handle sensitive and confidential situations with diplomacy.
- Proven ability to meet critical project deadlines.

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.

Relocation expenses are not paid.

**Commitment to Diversity, Equity, and Inclusion**

**About Smithsonian American Art Museum**:
Come join a team of dedicated staff at an exceptional time in Smithsonian history. The Smithsonian Institution is the world's largest museum, education and research complex, comprised of 19 museums and galleries

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