
Administrative Assistant (IS-0341-09) na Smithsonian Institution
Smithsonian Institution · Washington, Estados Unidos Da América · Onsite
- Junior
- Escritório em Washington
DUTY LOCATION: Washington, DC
What are Trust Fund Positions?
- 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. Proof of eligibility to work in U.S. is not required to apply.
- Applicants must meet all qualification and eligibility requirements within 30 days of the closing date of this announcement.
OVERVIEW
The Freer Research Center (FRC) Intermittent Administrative Assistant plays a pivotal role in providing support for both print publication and e-publication. In addition, they assist with the annual journal Ars Orientalis. This role works closely with colleagues in throughout the museum as well as with a range of contacts beyond the institution and internationally. The incumbent will report to the Director of the Freer Research Center.
DUTIES AND RESPONSIBILITIES
- Assists with publication-related tasks, including writing content and corresponding with relevant parties in consultation with other NMAA staff members.
- Manages book and eBook production by scheduling meetings with authors, tracking deadlines, monitoring and organizing files.
- Corresponds with publishers, editors, designers, etc.
- Proof files from the publisher to ensure the text is complete and accurate within two weeks of receiving proof
- Proofread the e-publications prior to launch to ensure all text is complete and there are no style errors within two weeks of receiving files.
- Writes accessibility metadata for Ars Orientalis and other e-publications.
- Secures and track image reproduction rights from international institutions, museums, galleries, and contemporary artists.
- Prepares eBook materials for open-access publishing
- Uses the Digital Asset Management system to download and organize image files.
- Reviews image lists provided by the museum for upcoming publications and related programs and creates a spreadsheet for all non-NMAA images.
- Researches the non-NMAA images to identify right holders, options for acquire right to reproduce images (including any no-cost options, if applicable) within 1 month of receiving the image list.
- Ensures files are maintained in a manner (template to be shared by the museum) for smooth production and be responsible for version control.
- Prepares and uploads all media files into the e-publication in consultation with supervisor and FRC team members.
QUALIFICATION REQUIREMENTS
Knowledge, Skills, and Abilities required:
- Prior experience of publication management and copy editing
- Knowledge of art history or related fields
- Ability to work well with others and manage and execute with skill, efficiency, and accuracy
- Ability to communicate effectively in oral and written form
- Ability to multi-task
- Ability to project manage
- Proficiency with Microsoft Office products (Word, Excel, PowerPoint, Outlook, Teams), Google Drive, Adobe Suite)
Resumes should include a description of your paid and non-paid work 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.
The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact [email protected]. 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 (https://www.si.edu/OEO/IndividualswithDisabilities).