Administrative Assistant, IS-0341-07

Smithsonian Institution•Washington, DC

12d•Onsite

About The Position

The Smithsonian’s National Museum of Asian Art (NMAA) is committed to preserving, exhibiting, researching, and interpreting art in ways that deepen the public and scholarly understandings of Asia and the world. NMAA opened in 1923 as America’s first national art museum and the first Asian art museum in the United States. The museum now stewards one of the world’s most important collections of Asian art, with works dating from antiquity to the present, from China, Japan, Korea, South Asia, Southeast Asia, the pre-Islamic Near East, and the Islamic world (inclusive of Central Asia, the Middle East, and North Africa). The museum also stewards an important collection of late nineteenth- and early twentieth-century American art. Today, NMAA is emerging as a leading national and global resource for understanding the arts, cultures, and societies of Asia, especially at their intersection with the United States. Guided by the belief that the future of art museums lies in collaboration, increased access, and transparency, NMAA is fostering new ways to engage with its audiences while maintaining its commitment to excellence. NMAA celebrated its centennial in 2023 and is determined to make the museum’s second century as accomplished as its first. The museum is building on its core strengths—the quality and depth of our collections, scholarship, and conservation—while embracing experimentation and new approaches to its work. The museum is transforming digitally, physically, and programmatically to draw in new audiences to celebrate, learn, and connect with Asian and American art and cultures, past and present. Located on the National Mall in Washington, DC, the museum is free and open 364 days a year. The Smithsonian, which is the world’s largest museum complex, welcomes twenty to thirty million visitors yearly. For more information about the National Museum of Asian Art, please visit asia.si.edu. The Curatorial assistant (CA) plays a pivotal role in ensuring the museum’s operational excellence by providing management, strategic direction, and research for the curatorial department and the museum’s overall practices. Under the supervision of the Associate Director for Curatorial Affairs, the CA will work with 3 curators on budgeting, arranging visits for scholars, fellows, and interns, research and project management, and selected scheduling. They are key members of the curatorial department, helping to organize and run departmental meetings, events, and to track departmental expenses. This role works closely with colleagues in finance and throughout the museum as well as with a range of contacts beyond the institution and internationally.

Requirements

To qualify for this position, applicants must possess a completed bachelor’s degree (B.A.) in a related area of study from an accredited four-year college or university and/or one or more years of specialized experience; or an equivalent combination of education and specialized experience.
One (1) year of specialized experience equivalent to at least the GS-05 level in the Federal service that demonstrates the knowledge, skills, and abilities to perform the duties of the position.
Ability to work well with others and manage and execute with skill, efficiency, and accuracy
Ability to communicate effectively in oral and written form
Ability to multi-task
Ability to project manage
Proficiency with Microsoft Office products (Word, Excel, PowerPoint, Outlook, Teams)
Knowledge of basic financial principles

Nice To Haves

Knowledge of art history or related fields is desirable
Fluency in spoken and written Japanese

Responsibilities

Collaborate on and coordinate projects (such as collections, exhibitions, digital and print publications, research projects, and public programs). Duties include scheduling meetings, taking notes and disseminating them, and tracking milestones
Assist outside visitors, researchers, fellows, interns and contractors to research the collections at the National Museum of Asian Art
Monitor and respond to public inquiries
Provide logistical support for curatorial projects, both in person and digital programs
Assist with the development of annual budgets and maintain financial records in accordance with Smithsonian policy
Conduct research and writing related to selected curatorial projects.
Assist in securing image rights
Review and reconcile financial reports as necessary. Coordinate with members of the Finance Team to troubleshoot and resolve financial discrepancies. Prepare purchase orders and draft contracts and invitations
Assist with data entry into the Museum System (TMS)
Assist with curators’ travel logistics
Represents the Curatorial department on museum committees
Help onboard new curators, interns, and fellows
Serve as liaison between the curatorial department, other departments, and outside entities
Prepare purchase orders and draft contracts
Serve as timekeeper to ensure that timesheet entries are accurate, complete, and submitted on time