Gallery Support Specialist (Associate Projects Manager) Job in Washington, DC

Vacancy No. NGA-25-015-DE Department National Gallery of Art
Salary $68,405.00 to $107,590.00 Grade 09 to 11
Perm/Temp Permanent FT/PT Full-time
Open Date 12/6/2024 Close Date 12/20/2024
Job Link Apply Online Who may apply Public
Locations:
Washington, DC


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.

This job is open to

Clarification from the agency

Unites States citizens and nationals

Duties

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:

  1. 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.

  2. 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:

  1. Administrative Support – Skill in administrative tasks and coordination to support National Gallery programs.
  2. Publications Management – Ability to research and manage and process essays for publication.
  3. 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/

Benefits

A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Your application will be evaluated and rated under the Category Rating and Selection procedures. The quality categories are defined as "Best Qualified", "Well Qualified", and "Qualified".

Based on your responses to the job-specific self-assessment questions, eligible candidates are placed for selection consideration into one of three pre-defined quality categories as described below:

Best Qualified Category - In addition to meeting minimum qualifications for the position, candidates must fully demonstrate proficiency in all major aspects of the position.

Well Qualified Category - In addition to meeting minimum qualifications, candidates must demonstrate proficiency in some, but not all of the major aspects of the position.

Qualified Category - In addition to meeting minimum qualifications, applicants must demonstrate a basic level of knowledge, skill and ability of the position.

If you are eligible for career transition assistance plans such as ICTAP or CTAP, you must meet the definition of "well qualified" which is defined as having a score of 85 or better.

Application of Veterans Preference: The Category Rating Method does not add veterans' preference points or apply the "rule of three," but protects the rights of veterans by placing them ahead of non-preference eligibles within each pre-defined quality category. Preference eligibles who meet minimum qualification requirements and who have a compensable service-connected disability of at least 10 percent (i.e., CPS and CP) must be listed in the highest quality category, except when the position being filled is scientific or professional at the GS-09 grade level or higher.

If your resume is incomplete or does not support the responses you provided in your online questionnaire, or if you fail to submit all required documentation before the vacancy closes, you may be rated 'ineligible', 'not qualified', or your score may be adjusted accordingly.                                                                                             


You may preview questions for this vacancy.

Required Documents

Please carefully review the following list to determine what documentation you need to submit.

Some documents may not apply to all applicants. If you are unsure, click the link for each document type to read more.

ALL APPLICANTS: You must submit a resume supporting your specialized experience and responses to the online questionnaire.

  • Your resume should list all work experience (paid and unpaid); you should list the full name and address of each employer.
  • Your experience listing should show the start and end dates (include month, day, and year); you must also list the average number of hours per week that you worked.
  • Your resume should also include any education and training you have completed (list the program title, subject area, number of hours completed, and completion date).
  • For more information about what to include in your resume, please view this USAJOBS Resume Tutorial video on YouTube.
  • It is important that your resume is complete and thorough. If any of the above information is not included in your resume, we may not be able to fully credit you for your experience.

If specific educational requirements are indicated for this vacancy: Documentation verifying your educational claims which can include unofficial transcripts or any report listing institution, course title, credits earned and final grade. Please see the Education section for more information.

Current and former Federal employees: Most recent SF-50 (Standard Form 50 - Notice of Personnel Action).

To properly verify status eligibility, your SF-50 must show the following. If you do not submit an appropriate SF-50, we cannot verify your status eligibility!

  1. Full position title;
  2. appointment type;
  3. occupational series;
  4. pay plan, grade, and step;
  5. tenure code; and
  6. service computation date (SCD).

Displaced Federal employees: To be considered CTAP/ICTAP eligible, you must submit documentation verifying your involuntary separation and CTAP/ICTAP status. Please see the OPM Guide to Career Transition for more information.

Veterans: Veteran eligibility documentation (DD-214, VA Letter, Standard Form (SF) 15 as applicable). Please note: If you are a veteran who has not yet been discharged, you may provide a statement of intent to discharge from your agency which will allow you to apply under the (Veterans Opportunity to Work) VOW to Hire Heroes Act of 2011.

Persons with Disabilities: Individuals with intellectual disabilities, severe physical disabilities, or psychiatric disabilities may apply for appointment through the Schedule A hiring authority. Certified verification of a disability from a licensed medical professional; a licensed vocational rehabilitation specialist; or any Federal, state, or District of Columbia agency or U.S. territory that issues or provides disability benefits is required.

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

How to Apply

Click on the "Apply Online" button on the upper right side of the page.

  • You must have a USAJOBS account and be logged in.
  • You must have a completed resume. (You may use the Resume Builder in USAJOBS)
  • You must respond to all applicant assessment questions, carefully following all instructions provided.
  • You will be able to upload additional supporting documentation, which may include, but not limited to transcripts, notification of personnel actions (SF-50), certifications and verification of veterans status (SF-15, DD-214)

 
The complete application package, including any additional supporting documents required for this position is due in the National Gallery of Art Personnel Office on the closing date of the announcement by 11:59 PM Eastern Daylight Saving Time.


 NOTE: Applicants who cannot apply on-line must request a hard copy application packet from the Agency Contact listed in the vacancy announcement.  Resumes and/or supporting documentation alone will not be considered without the inclusion of a hard copy application packet. The complete package is due no later than 5:30 PM Eastern Daylight Saving Time on the closing date of this announcement.

The National Gallery of Art receives many applications for each job.  Each application is reviewed carefully which may take a few weeks.  You may also check your application status by logging into www.usajobs.gov and selecting the tab "My USAJOBS.

Agency contact information

Staffing
Phone
202-842-6814
Fax
000-000-0000
Email
staffing@nga.gov
Address
National Gallery of Art
4th and Constitution Avenue NW,
Washington, District of Columbia 20565
United States
Learn more about this agency

Next steps

After each step in the recruitment process, your status will be updated in our application tracking system. Once this happens, if you have elected to receive e-mail updates, you will be notified through your USAJOBS registered e-mail address. If you have not elected e-mail updates, you can review your current application status in USAJOBS at any time. Please check that your USAJOBS profile contact information is current and correct each time you apply to a job--this will ensure we are able to contact you as quickly as possible.

In addition to changing your status online, we will send you e-mail notifications at each major step in the process, to include: application received, eligible or not eligible, referred or not referred, selected or not selected.

We expect to make a selection within 30 to 90 days of the closing date of this announcement.  


Note: We cannot accept applications on behalf of Federal Agencies. Application instructions are listed within the Job Description.


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