Summary The Division of Prints and Drawings is responsible for the care, study, and display of prints and drawings belonging to or on loan to the National Gallery of Art, and for the acquisition of prints and drawings appropriate to the collection. The incumbent shares in responsibilities for the permanent collection of Global Modern and Contemporary prints and drawings, performing a variety of duties of an administrative nature for the department. Responsibilities As the Gallery Support Specialist, you will: Coordinate the day-to-day administrative operations of the department, including but not exclusive to the division’s correspondence, communication, travel arrangements and reimbursements (as needed), requisitions and supply needs. Serve as the primary, initial contact with visitors to the department. Screen, route, and respond to telephone calls, routing calls within the department, answering calls requiring general information to the public and, once trained, describes nature of collection to callers. Schedule appointments and meetings for the Curator and other members of the department; reserves meeting spaces and equipment as needed. Escort visitors to and from the study room; arranges parking permits for donors/visitors, etc., and/or NGA transportation, as needed. Facilitate communication on common projects with other Gallery offices. Serve as the department’s most proficient computer user and advises others in using the Gallery's standard software, e.g., Outlook for e-mail and scheduling; Word for general documents; spreadsheets using Excel; PowerPoint for presentations; as well as art-related databases. Other database systems used include Concur for travel arrangements, EMS (Event Management System) for booking meeting rooms, and Wrike (for exhibitions, loans, etc.). Utilize the Gallery’s comprehensive collections management database, The Museum System (“TMS”) or the internal, on-line library system (“Mercury”), in relation to public inquiries, curatorial research and exhibitions. Coordinate domestic and international travel arrangements and reimbursements for all departmental curators, and occasionally for departmental contractors, visiting scholars, and others, as needed. Prepare all necessary travel requests; secures related transportation and lodging reservations and obtains necessary signatures of approval, ensuring adherence to Federal and other Gallery regulations. Create and maintain electronic and hard copy files for the department, both general and confidential, including information on collectors, potential donors, and dealers; routine correspondence and business related to the permanent collection; object and special exhibition files; personnel files; financial files. Ensure that files and records are complete, accurate, up-to-date, confidential, and well maintained for immediate retrieval. Archive files, as needed, under the direction of the Curatorial Associate in accordance with Gallery Archives' procedures; in so doing, determines which materials to retain or discard. Demonstrated experience with database and management software, in particular Filemaker Pro and Wrike, art library databases, and bibliographic databases; familiarity with The Museum System (TMS); advanced typing/word processing skills; knowledge of formats used for letters, lists, memoranda, and various reports; and knowledge of the use of automated equipment such as scanners and digital cameras. Ability to communicate effectively with a wide variety of people, verbally and in writing, in a courteous, tactful, diplomatic, and responsible manner. Requirements Conditions of Employment You must be a United States Citizen. This employer participates in the e-Verify program. Males must abide by Selective Service registration requirements. See "Other Information" section regarding Selective Service requirements. 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-301-9. A qualified candidate's online application and resume must demonstrate at least one year of specialized experience equivalent to the GS-07 in the Federal service. Specialized experience is at least one year of experience, equivalent in responsibility to the GS-7 grade level in the Federal service, providing principal support for an office in the areas of procurement, purchase card management, travel coordination, administrative support, curatorial assistance, and the ongoing coordination of selected activities. 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. Analytical and evaluative ability sufficient to assist the Curatorial Associate in preparing materials related to proposed acquisitions for quarterly Board of Trustees meetings and oversee distribution of accurate and complete information to relevant Gallery departments regarding CG programs for inclusion in the Calendar of Events and programs organized by the Division of Education. Administrative and organizational skills, experience in clerical and administrative support, and understanding of information management, including reception, handling multiple telephone lines, preparing business correspondence, scheduling appointments, and arranging meetings, organizing, and managing paper and electronic filing systems, travel arrangements, expense tracking. Basic knowledge of the Gallery’s overall administrative policies and procedures and federal travel and purchasing regulations. Demonstrated experience with database and management software, in particular Filemaker Pro and Wrike, art library databases, and bibliographic databases; familiarity with The Museum System (TMS); advanced typing/word processing skills; knowledge of formats used for letters, lists, memoranda, and various reports; and knowledge of the use of automated equipment such as scanners and digital cameras. Excellent communication skills, verbal and written, and competency in English grammar, spelling, and punctuation is essential. Some knowledge of foreign languages is desirable for reading correspondence and research materials. "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. Note: Applicants who are referred to the hiring office for selection consideration may be required to submit writing and/or work samples as part of the interview/selection process. If the hiring office decides to request a writing and/or work sample as part of its selection process, the vacancy contact will reach out to you by email to: (1) inform you of this requirement; and (2) provide further instructions. 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 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. Additional Information • The National Gallery of Art fosters a diverse and inclusive workplace and is an Equal Opportunity Employer. • More than one selection may be made from this vacancy announcement. • Some positions may require completion of a probationary period of up to 1 (one) year. This appointment may be extended for an additional year. • AN EXTERNAL SELECTED CANDIDATE MUST BE FINGERPRINTED AND RECEIVE A BACKGROUND INVESTIGATION, RESULTING IN A SATISFACTORY SUITABILITY DETERMINATION BEFORE BEING HIRED FOR THIS POSITION. • All males born after December 31st 1959 must abide by laws regarding Selective Service registration. To learn more about this law, visit the Selective Service web page, Who Must Register. If you are not registered and don't have an approved exemption, you will not be eligible for employment with the Federal government. EEO Policy: https://help.usajobs.gov/index.php/EEO_Policy_Statement Reasonable Accommodation Policy: https://help.usajobs.gov/index.php/Reasonable_Accommodation_Policy_Statement Veterans Information: https://help.usajobs.gov/index.php/Veterans_Information Selective Service Registration: http://www.sss.gov/