Staff Assistant, IS-0301-07

Smithsonian Institution; Washington (District of Columbia); On-site; USD 58,000 - 62,000; Full time

Job summary

Smithsonian Institution in Washington, DC, invites applications for a Staff Assistant (IS-0301-07) to support the Director of Collaborative Programs. The role requires strong clerical and administrative skills, liaison with senior staff, and the ability to manage complex schedules and travel arrangements for a high-profile office.

The position offers full-time employment in a non-civil service environment with promotion potential and collaboration across Smithsonian Associates programs.

Qualifications

• Requires thorough understanding of the organization's programs, priorities, policies and commitments.
• Knowledge of Smithsonian programs, organization, resources, and administrative policies.
• Expertise in advising and instructing related offices and Associates departments on reporting and procedures.
• Demonstrated ability to handle sensitive personnel or member-related matters with discretion and confidentiality.
• Proficiency in computer applications, including MS Outlook, Word, PowerPoint, and Excel.
• Knowledge of and ability to apply professional use of social media in a workplace context.
• Ability to interact effectively with senior Smithsonian officials, donors, embassies and the public.
• Excellent spoken and written English grammar, spelling, punctuation and business correspondence.
• Strong organizational and communication skills to coordinate office workflow.

Responsibilities

• Assesses the Director’s workload and provides direct assistance to minimize it; suggests procedural changes.
• Manages the Director’s calendar and schedules appointments and meetings.
• Coordinates logistical arrangements for meetings and provides advance information.
• Provides background information and agendas for meetings and briefs the Director.
• Prepares materials and sets deadlines for staff submissions; briefs the Director for meetings.
• Attends internal meetings and briefs the Director on relevant items.
• Provides logistical support for the Director and department heads, including travel arrangements and timekeeping.
• Assembles documents and prepares information in charts, spreadsheets or presentations.
• Maintains filing system for the Director’s office and archives files as needed.
• Prepares submissions and reports for Smithsonian offices.

Skills

MS Outlook

Word

PowerPoint

Excel

Tools

MS Outlook

Word

PowerPoint

Excel

Job description

Staff Assistant, IS-0301-07

Application Deadline: 6 September 2026

Department: Smithsonian Associates

Employment Type: Full Time

Location: Washington, DC

Reporting To: Director of Collaborative Programs

Compensation: $57,736 - $61,586 / year

Description

OPEN DATE: August 26, 2026

CLOSING DATE: September 6, 2026 (*This announcement will close once 100 applications have been received, which may occur prior to the listed closing date.*)

PROMOTION POTENTIAL POSITION TYPE: Trust Fund

APPOINTMENT TYPE: Indefinite

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).

OVERVIEW

Smithsonian Associates leverages the extensive resources of the Smithsonian Institution to develop and deliver pan-institutional public programs for both Associates members and the general public. These programs are designed for in-person audiences in the Washington, DC area, as well as virtual audiences nationwide, with online content delivered through Zoom.

Associates curates and produces a diverse range of informative, engaging, and enriching programs that reflect and amplify the breadth of the Smithsonian’s collections, exhibitions, and research. Offerings include lectures, seminars, courses, study tours, studio arts classes, performances, films, children’s theater, and summer camps. Through these experiences, audiences of all ages explore topics spanning science, history, art, and culture, while deepening their connection to the Smithsonian’s mission and work. Participation by members and the public helps foster broad interest in and support for the Institution.

Smithsonian Associates operates as a financially self-sustaining educational nonprofit business activity within the Smithsonian Institution. Its programs and operations are funded through a combination of ticket sales, tuition, membership fees, and philanthropic support.

DUTIES AND RESPONSIBILITIES

This is a career ladder opportunity with promotion potential up to grade 9. Selection for this position to be made at the grade 7 level.

The position serves as Staff Assistant to the Director of Smithsonian Collaborative Programs, who also oversees Smithsonian Associates. In this role, the Director leads and manages the Associates’ programming and membership initiatives while also cultivating and negotiating collaborative partnerships across the Smithsonian and with external cultural organizations. Beyond ensuring the efficient and effective operation of all clerical and administrative functions within the office, the position provides direct, high-level support to the Director in carrying out their responsibilities. The incumbent works under the Director’s general supervision and must exercise sound judgment, tact, and diplomacy. Success in this role requires a strong understanding of Smithsonian operations and issues, as well as familiarity with U.S.-based institutions such as embassies, universities, and museums. The ability to interact effectively with senior officials, artists, public figures, and the general public is essential to supporting the Director in managing a complex, multi-faceted educational program.

• Assesses the Director’s workload and provides direct assistance in minimizing the volume of this workload. On his or her own initiative, recommends changes in procedures and policies affecting the clerical and administrative support functions of the office.
• Manages the Director’s calendar, schedules all appointments and meetings and confirms daily appointment schedule for the Director.
• Coordinates logistical arrangements for meetings called by the Director and provides detailed information in advance. Suggests ways to most efficiently alleviate heavy scheduling of the Director’s calendar.
• Provides background information on matters to be considered at scheduled meetings, by providing agendas and information on topics to be discussed.
• Prepare advance materials or set deadlines for materials required from staff; and briefs the Director prior to meetings.
• Attends internal departmental meetings and provides background information as needed. Attends other meetings across the Smithsonian of relevance to collaborative and/or Associates programs and briefs the Director.
• Providing a wide variety of logistical support to the Director and department heads, including all travel arrangements and serving as timekeeper.
• Searches for and assembles documents, files background information required by the Director and prepares information in appropriate charts, spreadsheets and/or PowerPoint or other presentations as requested.
• Establishes and maintains filing system for the Director’s office and, as appropriate, archives a variety of files for Smithsonian Archives.
• Prepares submissions and reports required by various Smithsonian offices.
• Prepares and distributes notes from directors’ meetings on request including weekly senior staff meetings and preparing summary of key agenda items raised at monthly all-staff meetings.
• Receives and responds to email, telephone calls and written correspondence from a variety of sources. Interacts with high-ranking officials from both the public and private sectors and other federal agencies.
• Uses judgment and knowledge of programmatic areas of emphasis to answer inquiries, referring callers or correspondents to appropriate individuals within the Associates or the larger Smithsonian Institution.
• Coordinates special and on-going projects with outside organizations such as universities, research organizations, foundations, etc.
• Serves as program coordinator for special projects identified with the Director. Acts as Director’s liaison with staff as responsibilities are delegated. At discretion of the Director, incumbent meets with staff members or drafts correspondence expressing wishes of the Director.
• Prepares monthly schedule to ensure adequate support for Associates programming.
• Reviews and analyses staff and contractors' requests as well as program needs. Works with the volunteer coordinator to ensure proper support for both online and in-person programs.
• Attends meetings and training to acquire knowledge of regulations, procedures, and practices inherent in online programming.
• Serves as an admin for online programming and trainer for positions need to support online programming.
• Provides regular support for online programs.
• Actively participates in and assists with in person Associates’ activities and programs to provide support and improve member experiences.
• Support may include assisting with office manager duties, delivering or retrieving materials from SI locations around the National Mall, and providing support to staff during program set-up and break-down, (i.e. checking rosters, seating donors, running activities or greeting audience members).

QUALIFICATION REQUIREMENTS

To perform this position successfully, an individual must be able to carry out each essential duty satisfactorily. The qualifications listed below are representative of the knowledge, skills, and abilities required for the role.

• Requires a thorough understanding of the organization’s programs, as well as the Director’s goals, priorities, policies, and commitments, to effectively perform duties such as compiling information for reports and responses to inquiries, drafting correspondence on the Director’s behalf, and maintaining awareness of administrative and clerical matters affecting the office.
• Knowledge of Smithsonian programs, organization, resources, and administrative policies, as well familiarity with the Smithsonian Executive Staff structure and their respective units and positions.
• Expertise in advising and instructing related offices and Associates departments concerning the required reporting and general clerical and administrative procedures of the office.
• Demonstrated ability to manage sensitive personnel or member-related matters with discretion, professionalism, and a high degree of confidentiality.
• Proficiency in computer applications, including but not limited to MS Outlook, Word, PowerPoint, and Excel, along with the ability to quickly learn and adapt to additional software programs as needed.
• Knowledge of and ability to apply appropriate and professional use of social media within a workplace context.
• Ability to interact effectively and professionally with a diverse range of individuals, including senior Smithsonian officials and members, prospective donors, representatives from embassies, government and private organizations, and the general public.
• Excellent oral and written communication skills, including a strong command of English grammar, spelling, punctuation, and standard business correspondence formats.
• Demonstrated organizational and communication abilities to effectively coordinate office workflow and ensure timely completion of assigned responsibilities.

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."

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. Qualified candidates will be referred to the hiring manager and invited for an interview. If you are chosen for an interview you will need to provide multiple references, including title and contact information, who are familiar with your work and professional skills and abilities.

Relocation expenses are not paid.

The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact [e-mail]. 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. We believe that a workforce comprising a variety of educational, cultural, and experiential backgrounds support and enhance our daily work life and contribute to the richness of our exhibitions and programs. See Smithsonian EEO program information: https://www.si.edu/oeesd.