Special Events Coordinator na Smithsonian Institution
Smithsonian Institution · New York, Estados Unidos Da América · Onsite
- Professional
- Escritório em New York
OPEN DATE: October 1, 2025
CLOSING DATE: October 22, 2025
POSITION TYPE: Trust Fund
APPOINTMENT TYPE: Indefinite
SCHEDULE: Full Time
DUTY LOCATION: New York, NY
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 and Restaurants, Credit Union, Smithsonian Early Enrichment Center (Child Care), Flexible Spending Account (Health & Dependent Care).
Conditions of Employment
- 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 Smithsonian Institution is the world’s largest museum, education, and research complex, with 21 museums and the National Zoo. This position is located at the National Museum of the American Indian, New York (NMAI-NY) in Lower Manhattan, in the Office of Museum Advancement.
The Special Events Coordinator leads the New York revenue-generating rental program and supports cultivation event planning. The Special Events unit is part of a fully integrated Advancement team that depends on the participation of several units: Development, Membership, Special Events, External Affairs, and Tribal Relations.
DUTIES AND RESPONSIBILITIES
- Responsible for the communications, coordination, and execution of external rental events at the NMAI, New York.
- Meets annual goals for earned income from events and facility rental and develops and coordinates a marketing program to attract earned revenue from individuals, corporations, non-profits, and government entities.
- Ensures events are compliant with Smithsonian Institution event and vendor policies, as well as GSA building use policies.
- Serves as the onsite point of contact for rental events and is onsite with client and vendors for the duration of the event.
- Supports internal special events for the NMAI. These events may include museum exhibition openings, membership activities, corporate member events, central Smithsonian Advancement events, Board of Trustees meetings and engagements, fundraising reception, and sponsor and donor stewardship recognition events. Support includes vendor sourcing and procurement, invitation list development, and monitoring event budgets and timelines. Experience applying procurement methods to secure reasonably priced goods and services.
- Manages building calendar and administrative processes for facility support to include museum facilities, security, AV, and the GSA.
- Work hours often include nights and weekends and some travel may be required.
QUALIFICATION REQUIREMENTS
Education (if positive education is required) and Experience:
To qualify for this position, applicants must possess a bachelor’s degree (B.A.) from an accredited four-year college or university and/or 3-5 years of related experience (described below); or an equivalent combination of education and experience.
To qualify for this position, applicants must possess a bachelor’s degree (B.A.) from an accredited four-year college or university and/or 3-5 years of related experience (described below); or an equivalent combination of education and experience.
- Knowledge of revenue-generating space rental practices for a wide range of external clients and stakeholders.
- Ability to coordinate with colleagues, vendors, and volunteers, instilling confidence and teaching proper protocol as well as assuring the tasks assigned are completed accurately and on time.
- Ability to use judgment, tact, and diplomacy during contact with individuals and to maintain the confidentiality of data and records.
- Ability to use a computer and software programs for standard administrative and office practices, as well as database management. Programs are used to merge data for use in large mailings, to create and update databases, and to prepare correspondence and other materials.
- Ability to work independently, organize work so deadlines are met, and to apply established practices and policies of NMAI and the Office of Advancement to complete assignments.
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."
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.
Relocation expenses are not paid.
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).
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).
The Smithsonian Institution is an Equal Opportunity Employer. To review The Smithsonian's EEO program information, please click the following: https://www.si.edu/oeo
