Gallery Support Specialist (Support Specialist - Fellows Program)

Washington, D.C
Dec 07, 2021
Dec 11, 2021
Full Time

The incumbent will:
  • Handle logistics and planning for on-site and virtual meetings designed for residential fellowship enrichment, collaboration, and exchange, including formal presentations by resident fellows and invited speakers, exhibition tours and field trips, off-site reunions in conjunction with major art historical conferences, and other receptions and programs regularly scheduled during the academic year.
  • Prepares invitations, abstracts, meeting announcements, event registration forms, name tags, and publicity text for the Fellows program.
  • Works closely with the National Gallery's Secretary-General Counsel office to finalize service agreements.
  • Monitors service agreements, hotel bookings, catering proposals, and other contractual obligations to ensure that terms are met, and that vendor payments and reimbursements have been disbursed correctly.
  • Responsible for overseeing on-site and virtual events for residential fellows.
  • Handle on-site and virtual events for residential fellows.
  • Serves as a key member of the team responsible for managing off-site residential housing for the Center's residential fellows.
  • Provides residential fellows with orientation to the Center and the National Gallery, including arrangements for security badges, building tours, and staff introductions. Provides ongoing assistance to them during their time at the National Gallery.
  • Handle administrative and technical support for the Associate Dean, including travel arrangements. Maintains meeting files in print and electronic form and follows Center and Gallery guidelines for annual archiving.


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.


Candidates must meet the Qualification Standards Handbook requirements for the GS-301-07. A qualified candidate's online application and resume must demonstrate at least one year of specialized experience equivalent to the GS-7 in the Federal service. Specialized experience is at least one year of experience, equivalent in responsibility to the GS-5 grade level in the Federal service, managing personnel and administrative functions for an organization.

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.
  • Basic knowledge of analytical and evaluative techniques sufficient to perform logistics and planning tasks for various types of events; collate complex logistical variables for event fulfillment, such as staff, room scheduling, available equipment, and space resources; identify, consider, and resolve issues or problems related to those events; develop recommendations for revising or developing new administrative/office procedures, and evaluate event success.
  • Knowledge of database management systems sufficient to learn how to use the National Gallery-wide event management system.
  • Basic knowledge of the mission, functions, policies, methods, and operational procedures relating to the workings of a research institute in a large art institution, including those pertaining to special exhibitions, public relations, special events and development; and relevant Federal regulations and directives as well as organizational specific directives, programs, and missions sufficient to understand their impact on Gallery programs and perform or assist in the performance of administrative and technical tasks in support of such programs.
  • Basic knowledge of management analysis techniques and familiarity with automated filing systems sufficient to identify, troubleshoot, consider, and provide options to resolve issues or problems encountered with maintenance of meeting/event files and archiving.

  • "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: Are you using education to qualify?

    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 .