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Staff Assistant - National Gallery of Art - Washington DC, DC

• Summary

  The mission of the National Gallery of Art is to serve the United States of America in a national role by preserving, collecting, exhibiting, and fostering the understanding of works of art at the highest possible museum and scholarly standards.
  
  This position is located within the Director's Office of the National Gallery of Art. It is a key administrative position, providing support to other staff members within the Department as well as providing immediate assistance to the Director, in addition to various independent projects.
  
  This announcement has an application limit of 100 applications and will close to the receipt of applications once this limit has been reached. Therefore, applicants should apply as soon as possible. If the 100-application limit is never reached, then the job announcement will close at 11:59 pm Eastern Daylight Saving Time on Friday, November 3, 2017. Applicants NEED to ensure they provide ALL supporting documentation at the time they apply to the vacancy.
  Learn more about this agency

  Responsibilities

  The Incumbent receives and logs all incoming mail for the Director’s office; reviews material for distribution to appropriate departments and staff and tracks delegation to ensure timely responses. Facilitates in the translation of foreign correspondence for the Director. Manages all incoming loan requests through a computer database system, tracks the process of loans weekly to check the status and ensure timely response. Manages general telephone inquiries and requests to the Director and determines if the Director or more appropriate staff should respond.
  
  Responsible for assisting in the maintenance of the division’s complex documentation system from file creation to archiving. These files include budgets, fundraising and grants, requisitions, contracts, travel, policy, procedure, and incoming and outgoing correspondence. Manages computer applications for monitoring the Director’s correspondence data.
  
  Responsible for providing reference materials and background information to the Director and departments within the Director’s Division. Often researches art history issues for Director. Performs research and other special assignments as needed. Responsible for assisting in developing, managing, and maintaining other administrative databases, inputting information and preparing reports derived from them, e.g. requisitions, purchase orders, budget items, and allocations and expenditures.
  
  Receives/greets visitors for the Director’s office; refers them to the proper staff member; provides information in all cases in which the attention of a specific staff member is not required. Drafts letters of acknowledgement or thanks for the signature of the Director. Responsible for scheduling the Board Room and coordinating meetings and appointments in order to maintain calendar of pertinent conferences and meetings. Shares timekeeping responsibilities with second Staff Assistant. Responsible for assuring that division office is adequately stocked with frequently used materials and resources.
  
  Performs other special projects as assigned.

  Travel Required

  Not required

  Supervisory status

  No

  Promotion Potential

  07

  Who May Apply

  This job is open to…

  United States citizens and nationals
  
  This position is also being advertised to status candidates via Merit Promotion procedures. The announcement number is: NGA-18-8B
  
  
  
  
  Questions? This job is open to 1 group.

• Job family (Series)

  0301 Miscellaneous Administration And Program

  Similar jobs

  • Assistants, Office
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• Help

  Requirements

  Conditions of Employment

  • Only U.S. citizens or nationals may apply for employment consideration.
  • Fluency in at least one language: French; German; Dutch; Italian; Spanish
  • This employer participates in the e-Verify program.
  • See "Other Information" section regarding Selective Service requirements.
  • All required documents must be submitted by 11:59PM EST on closing date.

  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.
  
  Physical Requirements: The work is performed in an office setting and is generally sedentary, but some walking between the different office locations is required. A great deal of time is spent on the computer, therefore good vision and stamina are necessary.
  
  The National Gallery of Art provides reasonable accommodation to applicants with disabilities. If you need reasonable accommodation for any part of the application and hiring process, please notify us. The decision on granting reasonable accommodation will be made on a case-by-case basis.
  

  Qualifications

  Candidates must meet the Qualification Standards Handbook requirements for the GS-301-7. This requires at least 1 year of specialized experience equivalent in responsibility to the GS-6 level in the Federal service. Specialized experience is experience at an academic or government institution, performing a variety of administrative support duties, including Web site support and updates.
  
  Candidates must reflect in their submitted USAJOBS résumés the possession of this specialized experience. If their résumés do not include such specialized experience, they will be ineligible for this position.
  
  Those applicants who meet the minimum qualification requirements will be evaluated against these factors to determine the best-qualified candidates. Candidates should ensure their résumé and submitted materials clearly demonstrate possession of these factors to receive maximum employment consideration.
  
  1. Knowledge of art museum practices in general, and of language and methods used in the museum field and understanding of art history, including vocabulary terms and specific movements.
  
  2. Ability to develop correct and appropriate forms for reports, texts, letters, and other written materials.
  
  3. Skill in dealing with inquiries from the public, mainly by telephone, and skill in interacting with a variety of people from diverse background.
  
  4. Working knowledge and skill in compiling and integrating large amounts of varying kinds of data, in organizing information and great proficiency in using and maintaining database and various software programs to retrieve information and prepare cogent, accurate reports on diverse topics
  
  5. Knowledge of Gallery’s history and collection is required in order to respond to questions from public, trustees, donors, as well as staff.

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