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Special Events Coordinator

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Washington, United States Smithsonian Full time
Special Events Coordinator

Application Deadline: 17 July 2024

Department: Smithsonian American Art Museum

Employment Type: Full Time

Location: Washington, DC

Reporting To: Senior Special Events Coordinator

Compensation: $82,763 / year

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.
  • 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

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.


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."

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 InclusionThe Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact weinwurmd@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.