Program Coordinator

OPEN DATE: March 12, 2025
CLOSING DATE: March 26, 2025 (This job will close once 100 applicants are received which may be sooner than the closing date.)
POSITION TYPE: Trust Fund
APPOINTMENT TYPE: Indefinite
SCHEDULE: Full Time
DUTY LOCATION: Washington, DC
Position sensitivity and risk: Non-sensitive (NS)/Moderate Risk
Open to all Qualified Applicants

*This is a career ladder opportunity with promotion potential up to grade 12. Selection for this position to be made at the grade 9 level. Candidates may be non‑competitively promoted to the next grade level, up to grade 12, upon the recommendation of the supervisor and with director’s approval based on classification requirements, satisfactory performance, and qualifications of the employee.

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=response football Restaurants, Credit Union, Smithsonian Early Enrichment Center (Child Care), Flexible Spending Account medi Health & Dependent Care.

OVERVIEW

Smithsonian Associates (Associates) leverages the vast resources of the Smithsonian Institution to create pan‑institutional public programs for Associates members and the general public. Associates’ programs are created for in‑person Washington DC area audiences and virtual audiences across the country with content delivered via Zoom. Associates curates and produces informative, enlightening, entertaining, and insightful programs, including lectures, seminars, courses, study tours, studio arts, performances, films, children’s theater, and summer camp inspired by and amplifying the full character of the Smithsonian’s collections, exhibitions, and research. Audiences of all ages explore topics in scientific, historic, artistic, and cultural expression. Through their participation, members and the public become involved in the Institution’s work, creating broad interest and support for the Smithsonian. The Smithsonian Associates is a financially independent educational non‑profit business activity within the Smithsonian: funding derived from ticket sales, tuition, membership fees and fundraising.

Smithsonian Associates seeks an experienced Program Coordinator to curate its extensive and diverse core program offerings for adults. The ideal applicant is a self‑directed, proactive, energetic go‑getter, with superior organizational and project management skills; masterful at communication, able to manage multiple projects, prioritize responsibilities and deliverables, adapt to new challenges and operate effectively in a fast‑paced work environment.

Candidates should be goal‑driven creative thinkers and solutions‑based problem‑solvers with curiosity and passion as well as deep understanding of trends in virtual and in‑person programming for lifelong learners. An individual with an approachable, helpful spirit and flexible attitude who enjoys working in a lively team environment is essential. Those with early‑career level experience (1‑2 years) in developing and managing an adult program curriculum are encouraged to apply. The tour of duty for this position is Monday through Friday. The candidate must have flexibility to work occasional evenings and weekends (an average of 6‑10 a month as scheduled).

This position is located at the S. Dillon Ripley center on the National Mall in Washington, DC.

DUTIES AND RESPONSIBILITIES

• Works as a member of the programming team to fulfill a quarterly programming matrix which is approved by management staff.Plans and implements programs in accordance with the획 guidelines of the programming matrix. At the grade 9 level, the incumbent plans cret 5 or more programs per month with limited supervisory oversight in several formats including lectures, seminars, courses and workshops.
• Evaluates programs for quality, educational effectiveness, financial viability and accountability, and audience response.
• Prepares copy for publications and other promotional material as required. Meets stated deadlines.
• Prepares correspondences, printed programs, program notes, etc. Prepares communications regarding notices of cancellation, postponement, location change, etc. and disseminates in a timely manner.
• Prepares all necessary administrative forms and submits them to the proper office or Associates staff in a timely fashion.
• Demonstrates an understanding of the budgetary process and guidelines. Prepares individual program budgets forecasting expenses and revenues. Tracks expenditures for assigned programs, reviewing bills for accuracy and submitting approved invoices for payment.
• Attends programs as assigned to supervise and/or assist presenters, monitors, vendors, SI support staff, caterers, and volunteers; serves in the role of house/stage manager when applicable.
• Moderates on‑line programs using the Zoom platform via an at‑home workstation with strong internet connectivity. Moderating programs requires program introductions, moderating Q&A, assisting presenter with zoom technical issues pertaining to audio and visual set up prior to program launch.
Works in collaboration with supervisor and Development staff, assists whenever possible, in securing funding or in‑kind support from organizations, corporations, embassies, et al
• Oversight of part‑time or temporary staff, interns, and program/office volunteers to assist in all facets of creating, implementing, and evaluating programs.
• K ultimiate abreast of the latest developments in museums and cultural programming for all audiences including museum education theory, instructional technology trends, and SI learning and research initiatives. Maintains familiarity with local and national arts and cultural organizations, and other potential programming models.
• Develops and maintains connections with leaders in the arts, art history and culture throughout the Smithsonian and nationally to provide a large stable of potential lecturers.

QUALIFICATION REQUIREMENTS

To qualify for this position, applicants must possess 5 or more years of related experience (described below).

• Knowledge of the principles of museum‑based public programming including criteria for quality and fiscal viability, and technical procedures for program development and implementation.
• Knowledge of programming formats typically utilized to deliver content to adult learners (courses, lectures, seminars, and workshops) to create programs in these formats.
• Knowledge budget development and monitoring of programs, analysis, forecasting of expenses and revenue in accordance with set budgetary guidelines.
• Ability to organize and administer all technical and logistical aspects matched the program.
• Familiarity with the Zoom platform for delivery of on‑line program content.
• Excellent written and verbal communication skills.
• Strong organizational and analytical skills.
• Self‑starter capable of taking ownership of required tasks and responsibilities.
• Interpersonal skills with demonstrated poise, tact, and diplomacy.
• Ability to work collaboratively and in a team.
• Ability to manage multiple tasksءَ with various deadlines and set priorities.
• High level of proficiency in Windows Office programs. Familiarity with Tessitura is a plus.

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.”

Interested candidates must submit a resume and a cover letter. Applications without a cover letter will not be considered. Resumes should include a description of your paid and non exemption experience that is related to this job; starting and ending dates of job (month and year); and average number of hours worked per week.

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. After review of applicant resumes is complete, qualified candidates will be referred to the hiring manager.

Relocation expenses are not paid.

The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact View email address on click.appcast.io. 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:

About Smithsonian Associates

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 lectures, seminars, performances, studio art classes, study tours, 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 a financially independent educational non‑profit business activity within the Smithsonian: funding is derived entirely from ticket sales, tuition, membership fees and fundraising.