Program Assistant (IS-0303-06)

Smithsonian Institution•Washington, DC

9d•$51,957 - $55,420•Onsite

About The Position

Smithsonian Associates leverages the vast resources of the Smithsonian Institution to create a broad array of public programs for Associates members and the public, in the Washington area and across the country. Associates offers a widely-diversified program of performing arts, films, lectures, seminars, courses, study tours, teacher and student workshops, children’s theater, and summer camp, developed from Institutional and other resources. Audiences of all ages explore the best in scientific, historic, artistic, and cultural expression drawn from the United States and around the world. Through their participation, members and the public become involved in the Institution’s work, creating broad interest and support for the Smithsonian. Smithsonian Associates is seeking a Program Assistant to support the day-to-day operations primarily related to Youth and Family programming. The selected candidate will be a self-motivated and energetic professional who can work independently while effectively managing multiple projects, prioritizing tasks and deliverables, adapting to evolving needs, and thriving in a fast-paced environment. The ideal candidate is a creative thinker who values collaboration and enjoys working as part of a team. Candidates with experience in office administration are encouraged to apply, and those with an interest in youth and family programming—such as summer camps and children’s theater—are especially encouraged to apply.

Requirements

Strong written and verbal communication skills.
Detailed oriented with strong organizational and analytical skills.
Self-starter with the ability to take ownership of tasks and responsibilities.
Interpersonal skills with demonstrated poise, tact, and diplomacy.
Ability to manage multiple tasks with various deadlines and set priorities.
High proficiency in Microsoft Office applications; familiarity with Adobe, related software, and Tessitura is a plus.
Working knowledge of museum, education, and/or liberal arts environments as it relates to administrative and clerical functions.
Experience with Group sales and Box Office operations is advantageous
Pass Pre-employment Background Check and Subsequent Background Investigation for position designated.
Complete a Probationary Period.
Maintain a Bank Account for Direct Deposit/Electronic Transfer.
The position is open to all candidates eligible to work in the United States.

Nice To Haves

Familiarity with Adobe, related software, and Tessitura is a plus.
Experience with Group sales and Box Office operations is advantageous.

Responsibilities

Prepares, submits, and tracks all necessary administrative forms (e.g., contracts, purchase orders, program detail sheets, bus orders, handouts, AV and space requirements, volunteer requests, event/change forms, program evaluations, supply orders, etc.) in a timely fashion.
Helps with and ensures that all logistical and technical arrangements for programs are in place.
Maintains a well‐organized file on each assigned program containing all pertinent information relating to its implementation.
Notifies relevant parties (presenters, participants, staff, et al.) in a timely manner should a program be cancelled, moved, or postponed for any reason.
Attends programs as assigned to supervise and/or assist instructors, actors, school groups, managers, volunteers, and vendors.
Assists in training and supervising interns and program/office volunteers as appropriate.
Tracks expenditures for assigned programs, reviewing bills for accuracy and submitting approved invoices for payment.
Reviews related monthly reconciliation statements.
Prepares budget reports and financial summaries for individual programs as assigned.
Prepares correspondences, printed programs, program notes, etc.
Provides phone and window coverage for advance and day of ticket sales.
Monitors Discovery Theater phone lines and responds to customer questions.
Manages all aspect of individual and group sales (e.g. ticketing and payment processing) and related box office duties.
Sets up and maintains the DT season in Tessitura
Assists in the maintenance of social media platforms with the aim of providing content and stimulating sales, occasionally contributing original content.
Assists with the day-to-day management of a 9-week summer camp
Other duties may be assigned.