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Museum Specialist

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Washington, Washington, D.C., United States Smithsonian Institution Full time $69,923 - $79,426 per year
Description

OPEN DATE: October 7, 2025

CLOSING DATE: October 14, 2025

SALARY RANGE: $69,923- $79,246

POSITION TYPE: Trust Fund

APPOINTMENT TYPE: Temporary, NTE 2-year

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

The Smithsonian Institution, Undersecretary for Science & Research, National Air and Space Museum {NASM), collects, preserves, studies, and exhibits artifacts, archival materials and works of art related to the history, culture and science of aviation and spaceflight and the study of the universe. Its research and outreach activities serve all audiences, within and beyond its walls. The Museum commemorates the past and is committed to educating and inspiring people to foster appreciation for the importance of flight to humanity.

NASM is administered as one Museum with multiple locations: The National Mall building, the Steven F. Udvar-Hazy Center in Chantilly, Virginia and the Garber Facility in Suitland Maryland. NASM provides access to the nation's aviation and spaceflight history to an average of 7-9 million on-site visitors from around the world each year, making it one of the most visited museums in the world. In addition, NASM draws tens of millions of virtual visitors to its website and broadcast, digital applications and webcast educational programming.

The Museum Specialist {General), IS , serves as a data specialist assisting with data management and quality assurance for the Museum's object collection records contained in the Museum' s Collections Information System {The Museum System, TMS). Performs the following major duties.

DUTIES AND RESPONSIBILITIES

Data Transformation: 35%

  • Researches and develops a formative understanding of institutional collections, sufficient to carefully document characteristics; interpret historical records or documents; and articulate their relevance to the collection.
  • Review, assess, and edits or transforms a wide variety of collections data quickly, carefully, and accurately to achieve content and quality standards.
  • Organizes database records to review the quality, consistency, and accuracy of catalogued data.
  • Utilizes data cleaning tools (e.g. OpenRefine, Excel, AI/LLMs) to standardize fielded data according to cataloging standards.
  • Applies or updates-controlled vocabulary terms to enable consistent searching and data sharing.
  • Drafts or edits brief object descriptions or contextual data.
  • Researches and identifies appropriate digital content or assets to complete collections records/data in compliance with data standards and collections style guide.

Quality Assurance: 35%

  • Independently examines collection information to complete and enhance digital object records quickly and accurately, according to established procedures and standards and in the collections information system (CIS) used by NASM.
  • Prepares and adds metadata to digital collection records ranging from controlled fields, flexible content entry, taxonomy terms/keywords, and contextual or category data.
  • Adheres to established goals and schedules, modifying procedures as necessary.
  • Establishes and maintains a quality assurance process with continuous tracking of progress and regularly reports status to key stakeholders.
  • Assists with efforts to ensure quality and proper integration among collections data, digital assets, content, website display, and related systems (EDAN, DAMS, IDS).
  • Recommends changes in procedures for cataloging standards and updates to the NASM TMS Style Guide.

Operations Support 30%

  • Collaborates with Registrar, CIS Administrator, and Digitization Coordinator on day-to-day procedures for data review and quality assurance including data entry, creation, editing/transformation, automated procedures, style guide, standards and best practices.
  • Collaborates with stakeholders to establish review processes and define content and format requirements, particularly for contextual data.
  • Coordinates with curators on specific objects within their responsibility to ensure quality of object data and obtain proper review and approvals.
  • Coordinates with and assists NASM staff and central Smithsonian colleagues to encourage and facilitate uses for digitized collections information and content.
  • Assists NASM staff and others with searching, accessing, and editing TMS or related system records and assets. Creates standard TMS reports requested by NASM staff and others.
  • Assists with monitoring the quality and accuracy of cataloging and digitization, especially pertaining to TMS. Provide technical support as needed.
QUALIFICATION REQUIREMENTS

Education and Experience: To qualify for this position, applicants must possess a bachelor's degree (B.A.) from an accredited four-year college or university and/or 3-5 years of related experience (described below); or an equivalent combination of education and experience.

Experience Required by the Position

  • Knowledge in the history and terminology surrounding aeronautics, aviation, engineering, space history, planetary science, or related disciplines.
  • Knowledge of object-based research methods in a museum, library, or archives setting.
  • Knowledge of principles and best practices for museum collection cataloguing, information management, metadata creation and management, and digitization.
  • Knowledge of digital tools to analyze, standardize, transform, and organize sets of data.
  • Practical knowledge in data and systems integration, quality assurance, and best practices, particularly for ensuring data/content integrity between systems and user interfaces.
  • Skill, in applying standardized nomenclature and terminology to facilitate filtering and sorting, as well as contextual search.
  • Skill, in working collaboratively with subject matter experts across multiple disciplines, departments, and organizations.
  • Skill, in technical writing, organizational and communication skills, attention to detail, and good judgment.
  • Skill, in creating, modifying, and efficiently managing digital collection records in a collection information system for a variety of artifacts and digital assets.
  • Ability to assist staff members and others in searching, accessing, and editing digitized collection information, and creating standard and custom reports (in TMS).
  • Ability to carry out assignments and track goals efficiently, accurately, and independently, with minimal supervision.

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.

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.

The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact NASM-.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. To review The Smithsonian's EEO program information, please click the following:

About Smithsonian Institution

Founded in 1846, the Smithsonian is the world's largest museum and research complex of 21 museums and galleries, the National Zoo and Conservation Biology Institute, and 14 education and research facilities. There are more than 6,500 Smithsonian employees, including approximately 500 scientists. The total number of objects, works of art and specimens at the Smithsonian is estimated at more than 157 million.