Summary The Center for Advanced Study in the Visual Arts (The Center), located in the National Gallery’s East Building, is a research institute that fosters study of the production, use, and cultural meaning of art, artifacts, architecture, urbanism, photography, and film worldwide from prehistoric times to the present. Responsibilities The primary purpose of this position is to oversee the development of the Center’s academic programs, which include symposia, conferences, seminars, colloquies, workshops, the Mellon Lecture series, and other scholarly gatherings. The incumbent provides administrative support to the Associate Dean for Academic Programs & Publications and manages a selection of scholarly publications in collaboration with the Assistant Projects Manager for Academic Programs & Publications. As the Gallery Support Specialist, you will: Collaborates with Associate Dean for Academic Programs & Publications to manage relationships with scholars and other program participants. Manages pre-program logistics and planning, working with Communications Officer to prepare and distribute announcements, electronic invitations, and update the website and symposium registration. Coordinates readings, abstracts, printed schedules, and registrant lists. Tracks programmatic budget in consultation with Center Administrator and Assistant Administrator. Independently identifies issues or problems within specific programming arrangements, prioritizes tasks, and works with a high degree of confidentiality. Communicates regularly with various National Gallery departments, staff, and contractors to ensure that Facilities Management, Protection Services, Audio-Visual Operations, and National Gallery caterers are apprised of logistics and program needs. Works with both National Gallery and external caterers to execute receptions, luncheons, and dinners. Determines staffing needs for programs in consultation with Associate Dean. Prepares travel and program schedules for speakers and participants, involving international itineraries and local lodging. Adheres to National Gallery administrative, procurement, and travel procedures. Serves as scheduler and confidential assistant to Associate Dean for Academic Programs & Publications. Arranges regular meetings for the Associate Dean with leadership throughout the National Gallery. Employs personal initiative and discretion to establish priorities and schedules. Handles purchasing for the Academic Programs & Publications department, adhering to National Gallery protocols and policies. Prepares travel arrangements and reimbursements on behalf of Associate Dean for Academic Programs & Publications. Maintains travel files. Manages the Seminar Papers series. Receives and processes essays for publication. Reviews material for completeness and communicates with scholarly editors and authors regarding manuscript status. Communicates with authors, compiles papers and illustrations for submission to editor, and maintains log of submissions. Ensures author agreements and honoraria payment are established and executed in collaboration with Assistant Projects Manager and Center Administrator. Prepares contracts for speakers, event participants, contributing authors, and scholarly editors, working closely with the National Gallery’s Secretary and General Counsel on language, terms, deadlines, payment schedules, allowances, and other necessary details. Oversees contracts process, from drafting agreements and supporting entry into the financial management system, to ensuring that all services are complete, and payments are made in accordance with the terms of the contracts Requirements Conditions of Employment You must be a United States Citizen. This employer participates in the e-Verify program. Males must abide by Selective Service registration requirements. See "Other Information" section regarding Selective Service requirements. Your resume serves as the basis for qualification determinations and must highlight your most relevant and significant work experience and education (if applicable) as it relates to this job opportunity. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community, student, social). Your resume must include the dates of all qualifying experience (from month/year to month/year) and the number of hours worked/volunteered per week. Qualifications Candidates must meet the Qualification Standards Handbook requirements for the GS-301-9,11. GS 09:Candidates must possess at least one year of specialized experience, equivalent in responsibility to the GS-7 level in the Federal service or private sector, coordinating administrative aspects of academic programs. OR EDUCATION: Master's or equivalent graduate degree OR Two (2) full years of progressively higher-level graduate education leading to such a degree OR LL.B. or J.D., if related. TRANSCRIPTS REQUIRED. OR A Combination of Education and Experience (NOTE: please see OPM Group Standard for Administrative and Management positions, combining education and experience section.) GS 11: Candidates must possess at least one year of specialized experience, equivalent in responsibility to the GS-09 level in the Federal service or private sector reviewing scholarly publications for a museum or cultural institution. OR EDUCATION: Ph.D. or equivalent doctoral degree OR 3 full years of progressively higher-level graduate education leading to such a degree OR LL.M., if related OR A Combination of Education and Experience (NOTE: please see OPM Group Standard for Administrative and Management positions, combining education and experience section.) Your application and resume must demonstrate that you possess the following knowledge, skills and abilities (KSAs). Do not provide a separate narrative written statement. Rather, you must show in your résumé how your past work experience demonstrates that you possess the KSAs identified below. If asked to do so, cite specific examples of employment or experience contained in your resume and describe how this experience has prepared you to successfully perform the duties of this position. DO NOT write "see resume" in your application! Those applicants who meet the minimum qualification requirements will be evaluated against these factors to determine the best-qualified candidates. GS-9: Evaluation - Knowledge of qualitative/quantitative methods and the ability to perform analyses, assemble and evaluate information for contracts and solve administration, communication, and other problems sufficient to meet administrative and business needs. Planning – Knowledge of National Gallery of Art protocol, policies, procedures of event planning and demonstrated experience of production, execution, and coordination of events to achieve expected results. GS-11: Administrative Support – Skill in administrative tasks and coordination to support National Gallery programs. Publications Management – Ability to research and manage and process essays for publication. Collaboration – Knowledge of communication techniques to collaborate with a variety of museum staff, scholars, and other program participants. Note: Applicants who are referred to the hiring office for selection consideration may be required to submit writing and/or work samples as part of the interview/selection process. If the hiring office decides to request a writing and/or work sample as part of its selection process, the vacancy contact will reach out to you by email to: (1) inform you of this requirement; and (2) provide further instructions. "Experience" refers to paid and unpaid experience. Examples of qualifying unpaid experience may include: volunteer work done through National Service programs (such as Peace Corps and AmeriCorps); as well as work for other community-based philanthropic and social organizations. Volunteer work helps build critical competencies, knowledge, and skills; and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Time-in-Grade: Current Federal employees must meet time-in-grade requirements by the closing date of this announcement to receive consideration under merit promotion procedures. CTAP/ICTAP candidates: To be considered "well qualified" you must meet all of the requirements as described in this section. You must meet all qualifications and eligibility requirements by the closing date of this announcement. Education Although this position does not have a positive education requirement, you may submit copies of your transcripts or a course listing. You must provide documentation supporting your education claims. Education must be obtained from an accredited institution recognized by the U.S. Department of Education. Foreign education must be reviewed by an organization recognized by the U.S. Department of Education. For special instructions pertaining to foreign education and a list of organizations that can evaluate foreign education, see the Department of Education website. Additional Information • The National Gallery of Art fosters a diverse and inclusive workplace and is an Equal Opportunity Employer. • More than one selection may be made from this vacancy announcement. • Some positions may require completion of a probationary period of up to 1 (one) year. • AN EXTERNAL SELECTED CANDIDATE MUST BE FINGERPRINTED AND RECEIVE A BACKGROUND INVESTIGATION, RESULTING IN A SATISFACTORY SUITABILITY DETERMINATION BEFORE BEING HIRED FOR THIS POSITION. • All males born after December 31st 1959 must abide by laws regarding Selective Service registration. To learn more about this law, visit the Selective Service web page, Who Must Register. If you are not registered and don't have an approved exemption, you will not be eligible for employment with the Federal government. EEO Policy: https://help.usajobs.gov/index.php/EEO_Policy_Statement Reasonable Accommodation Policy: https://help.usajobs.gov/index.php/Reasonable_Accommodation_Policy_Statement Veterans Information: https://help.usajobs.gov/index.php/Veterans_Information Selective Service Registration: http://www.sss.gov/