Serve as Staff Assistant for Invitations and Protocol within the National Gallery’s Office of Special Events. Assist with the preparation of guest lists, invitation mailings and event seating for events sponsored by the National Gallery of Art, such as dinners, luncheons, receptions, symposia, and other functions.
Maintain a working knowledge of U.S. Government and foreign diplomatic mission structures and operations and identifies name, rank, and precedence according to rules of protocol. Establish and maintain files of key U.S. Government, foreign diplomatic, and U.S. business leadership as well as compiles and maintains lists of art affiliated groups or individuals who by reason of interest or position are important to the National Gallery.
Research and obtain pertinent data such as protocol information online. With guidance, maintain the “list assignment calendar” and suggests appropriate calligrapher styles for approval and then coordinates the work of calligraphers assigned to specific events.
Solicit guest list requests from various Gallery offices prior to upcoming events and follows up as necessary for submissions to be considered for final approval.
Confirm the accuracy of names, titles, marital status, and addresses for all guests on submitted internal and external lists and verifies compliance with federal government, diplomatic, and social protocol. Submit a dossier of appropriately annotated and categorized lists of persons to be considered for each event. Maintains postage accounting and prepares stamp requests for assigned events.
Prepare projections for review indicating the number of guests to be invited and the number of guests expected to attend and the number of invitations, envelopes, and reply cards needed. Prepare the schedule of events for each event and has it reviewed by the Chief of Protocol.
Review all calligraphed invitations, reply cards, and place and escort cards and notes corrections, additions, and deletions and is responsible for managing the mailing process. For seated events, prepare a protocol list of all officials on the acceptance list who have protocol rank and annotates this list with their proper ranking order. Work at all events which are for the most part in the evenings and occasionally on weekends. Maintain automated database of records and lists utilizing the Raisers’ Edge software and maintains a current library of publications and reference books and online resources necessary for protocol research and addressing etiquette concerns.
Subject to a background/suitability investigation.
Designated and/or random drug testing may be required.
Selective Service Registration is required for males born after 12/31/1959.
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.
Qualifications
Candidates must meet the Qualification Standards Handbook requirements for the GS-0301-07. A qualified candidate's online application and resume must demonstrate at least one year of specialized experience equivalent to the GS-05 in the Federal service. Specialized experience is at least one year of experience, equivalent in responsibility to the GS-05 grade level performing administrative office work involving the planning, scheduling, production, execution, and coordination of social and protocol activities for an organization.
Your application and resume must demonstrate that you possess the following knowledge, skills and abilities (KSAs). Do not provide a separate narrative written statement. Rather, you must show in your résumé how your past work experience demonstrates that you possess the KSAs identified below. If asked to do so, cite specific examples of employment or experience contained in your resume and describe how this experience has prepared you to successfully perform the duties of this position. DO NOT write "see resume" in your application!
Those applicants who meet the minimum qualification requirements will be evaluated against these factors to determine the best-qualified candidates.
Skill in event management activities and operations.
Ability to perform a variety of administrative support functions such as reviewing invitations, reply cards, and place and escort cards and the management of the mailing process.
Physical Requirements: The work relating to event activities can be physically demanding such as standing for long periods of time and considerable overtime may be required during peak periods. Also, two or three evening events may fall within the same week which requires a flexible work routine.
"Experience" refers to paid and unpaid experience. Examples of qualifying unpaid experience may include: volunteer work done through National Service programs (such as Peace Corps and AmeriCorps); as well as work for other community-based philanthropic and social organizations. Volunteer work helps build critical competencies, knowledge, and skills; and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.
Time-in-Grade: Current Federal employees must meet time-in-grade requirements by the closing date of this announcement to receive consideration under merit promotion procedures.
CTAP/ICTAP candidates: To be considered "well qualified" you must meet all of the requirements as described in this section.
You must meet all qualifications and eligibility requirements by the closing date of this announcement.
Education
EDUCATION:Are you using education to qualify?
Although this position does not have a positive education requirement, you may submit copies of your transcripts or a course listing. You must provide documentation supporting your education claims.
Education must be obtained from an accredited institution recognized by the U.S. Department of Education.
Foreign education must be reviewed by an organization recognized by the U.S. Department of Education. For special instructions pertaining to foreign education and a list of organizations that can evaluate foreign education, see the Department of Education website.
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