Staff Assistant - National Gallery of Art - Washington DC, DC

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Title : Staff Assistant - National Gallery of Art - Washington DC, DC
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Staff Assistant - National Gallery of Art - Washington DC, DC

  • Summary

    The mission of the National Gallery of Art is to serve the United States of America in a national role by preserving, collecting, exhibiting, and fostering the understanding of works of art at the highest possible museum and scholarly standards.

    This position is located within the Director's Office of the National Gallery of Art. It is a key administrative position, providing support to other staff members within the Department as well as providing immediate assistance to the Director, in addition to various independent projects.

    This announcement has an application limit of 100 applications and will close to the receipt of applications once this limit has been reached. Therefore, applicants should apply as soon as possible. If the 100-application limit is never reached, then the job announcement will close at 11:59 pm Eastern Daylight Saving Time on Friday, November 3, 2017. Applicants NEED to ensure they provide ALL supporting documentation at the time they apply to the vacancy.
    Learn more about this agency

    Responsibilities

    The Incumbent receives and logs all incoming mail for the Director’s office; reviews material for distribution to appropriate departments and staff and tracks delegation to ensure timely responses. Facilitates in the translation of foreign correspondence for the Director. Manages all incoming loan requests through a computer database system, tracks the process of loans weekly to check the status and ensure timely response. Manages general telephone inquiries and requests to the Director and determines if the Director or more appropriate staff should respond.

    Responsible for assisting in the maintenance of the division’s complex documentation system from file creation to archiving. These files include budgets, fundraising and grants, requisitions, contracts, travel, policy, procedure, and incoming and outgoing correspondence. Manages computer applications for monitoring the Director’s correspondence data.

    Responsible for providing reference materials and background information to the Director and departments within the Director’s Division. Often researches art history issues for Director. Performs research and other special assignments as needed. Responsible for assisting in developing, managing, and maintaining other administrative databases, inputting information and preparing reports derived from them, e.g. requisitions, purchase orders, budget items, and allocations and expenditures.

    Receives/greets visitors for the Director’s office; refers them to the proper staff member; provides information in all cases in which the attention of a specific staff member is not required. Drafts letters of acknowledgement or thanks for the signature of the Director. Responsible for scheduling the Board Room and coordinating meetings and appointments in order to maintain calendar of pertinent conferences and meetings. Shares timekeeping responsibilities with second Staff Assistant. Responsible for assuring that division office is adequately stocked with frequently used materials and resources.

    Performs other special projects as assigned.

    Travel Required

    Not required
    Supervisory status
    No
    Promotion Potential
    07

    Who May Apply

    This job is open to…

    United States citizens and nationals

    This position is also being advertised to status candidates via Merit Promotion procedures. The announcement number is: NGA-18-8B




    Questions? This job is open to 1 group.


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