Museum Specialist (Administrator of School Tours)

Job Description

Summary

The National Gallery of Art welcomes all people to explore art, creativity, and our shared humanity. Millions of people come through our doors each year, with even more online, making us one of the most visited art museums in the world. Our renowned collection includes over 160,000 works of art, from the ancient world to today. Admission to the West and East Buildings, Sculpture Garden, special exhibitions, and public programs is always free.

Duties

The Learning and Engagement Division (PLE) strives to develop experiences where everyone feels that art is accessible and brings value and connection to their lives, and where they are empowered to bring their own experiences, creativity and curiosity to shared spaces. The Administrator of school tours is a position within the Gallery and Studio Learning department. This person is primarily responsible for organizing and implementing the arrangements for about 2,000 school tours per year – serving approximately 25,000 students. Duties of this position include, but are not limited to: Schedules in-person and virtual school tours for children – preschool age through the 12th grade – and maintains the master list of appointments for the year. Handles phone and email inquiries from schools. Advertises the bus fund to local DC public schools. Serves as contracting officer's representative (COR) for the bus services contract. Updates staff regarding scheduling matters, problems and challenges, and special requests by teachers. Assembles and mails information packets as requested. Manages database of school tour scheduling and school mailing list. Maintains accurate and up-to-date records, computer inventory and profiles of attendees. Monitors the existing computer system and makes recommendations for upgrades/improvements as necessary. Develops reports as requested and learns the necessary programs to provide information to management. Collects, interprets and organizes data and makes recommendations for tour expansion. Schedules staff and volunteers. Once a tour is booked, this person is responsible for finding and assigning the volunteer docents necessary to provide that tour. Prepares materials needed for volunteer program: docent lists, mailing labels, ID cards, nametags, parking permits, and daily parking requests and memos. Processes mailings. Maintains attendance records. Prepares tour materials and works closely with the supervisor to ensure that all materials are ordered, organized and available. Assists in maintaining an inventory of common supplies used for both tours and studio/family programs. Orders and pays for supplies. Maintains up-to-date listing of schools and teachers. Prepares school emails and print mailings. Records and reports tour attendance statistics. Collects, compiles and synthesizes feedback from tours to share with the docent team.

Conditions of Employment

Qualification requirements must be met by the closing date of the announcement. For information on qualification requirements, see Qualification Standards Handbook for General Schedule Positions viewable on OPM Website. It is your responsibility to ensure that you submit appropriate documentation prior to the closing date. Your resume serves as the basis for qualification determinations and must highlight your most relevant and significant experience as it relates to this job announcement. Be clear and specific when describing your work history since human resources cannot make assumptions regarding your experience. This position is being advertised under Merit procedures under this announcement; NGA-26-161-MP. 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.

Key Requirements

• You must be a United States Citizen.

• This employer participates in the e-Verify program.

• Males born after 12/31/59 must be registered for Selective Service

• Pass Pre-employment Background Investigation

• Suitable for Federal employment, determined by a background investigation

• May be required to successfully complete a probationary period

How You Will Be Evaluated

Your resume will be used to evaluate your experience, education, and/or training that address the competencies below: • Operations Support - Knowledge of procedures involved in scheduling tours, working with docents and volunteers, a high degree of customer service, knowledge of school tours and education systems, and planning events. • Computer Skills - Uses computers with a high degree of proficiency. Can navigate software applications, databases, and automated systems to accomplish work with ease Category Rating: Qualified candidates will be assigned to one of the three quality categories: The quality categories are defined as: Qualified (70-79.99), Well Qualified (80-89.99), or Best Qualified (90-100) (UPDATE IF NEEDED). Qualified Category = Does not exceed the basic qualifications requirements described in the "Qualifications" section of this announcement. Well Qualified Category = Meets the basic qualifications requirements described in the "Qualifications" section of this announcement and demonstrates proficiency in the Critical Competencies defined below. (This category must be met to be considered under ICTAP procedures) Best Qualified Category = Meets the basic qualifications requirements described in the "Qualifications" section of this announcement and excels in the Critical Competencies defined below. The category assignment is a measure of the degree in which your background matches the competencies required for this position. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on an assessment may also result in your removal from consideration. The Category Rating Process does not add veterans' preference points or apply the "rule of many," but protects the rights of veterans by placing them ahead of non-preference eligibles within each category. Preference eligibles who meet the minimum qualification requirements and have a compensable service-connected disability of at least 10 percent or higher will be listed in the highest quality category (except in the case of scientific or professional positions at the GS-09 level or higher). 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. You may preview questions for this vacancy.

Education

This position does not have an education requirement.

Additional Information

The National Gallery of Art fosters a diverse and inclusive workplace and is an Equal Opportunity Employer. EEO Policy: https://help.usajobs.gov/equal-employment-opportunity More than one selection may be made from this vacancy announcement. This position is not included in the bargaining unit. Relocation expenses will not be paid. Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution. Reasonable Accommodation Policy: https://help.usajobs.gov/reasonable-accommodation Veterans Information: https://help.usajobs.gov/working-in-government/unique-hiring-paths/veterans Selective Service Registration: http://www.sss.gov/ Veterans Employment Opportunity Act (VEOA): To be eligible for a VEOA appointment under Merit Promotion procedures, the veteran must be a preference eligible or a veteran separated after 3 years or more of continuous active service performed under honorable conditions. Noncompetitive Appointment Authorities: For more information on noncompetitive appointment authority eligibility requirements visit the following websites: Persons with Disabilities-Schedule A Special Hiring Authorities for Veterans Special Hiring Authority for Certain Military Spouses Other Special Appointment Authorities Reasonable Accommodation Requests: The National Gallery of Art provides reasonable accommodation to applicants with disabilities. If you need an accommodation for any part of the application and hiring process, please notify the contact person listed in this announcement.

How to Apply

Please read the entire announcement and all the instructions before you begin an application. To apply and be considered for this position, you must complete all required questionnaires, assessments and submit all required documentation as specified in the How to Apply and Required Documents section. The application process is as follows: Click on the "Apply Online" button on the upper right side of the page. You must have a USAJOBS account and be logged in. You must have a completed resume no more than 2 pages. (You may use the Resume Builder in USAJOBS) You must respond to all applicant assessment questions, carefully following all instructions provided. You will be able to upload additional supporting documentation, which may include, but not limited to transcripts, notification of personnel actions (SF-50), certifications and verification of veterans status (SF-15, DD-214) The complete application package, including any additional supporting documents required for this position is due in the National Gallery of Art Personnel Office on the closing date of the announcement by 11:59 PM Eastern Time. NOTE: Applicants who cannot apply on-line must request a hard copy application packet from the Agency Contact listed in the vacancy announcement. Resumes and/or supporting documentation alone will not be considered without the inclusion of a hard copy application packet. The complete package is due no later than 5:30 PM Eastern Time on the closing date of this announcement. The National Gallery of Art receives many applications for each job. Each application is reviewed carefully which may take a few weeks. You may also check your application status by logging into www.usajobs.gov and selecting the tab "My USAJOBS".

Required Documents

To apply for this position, you must provide a complete Application Package which includes: Your Resume (no more than 2 pages) showing the applicant's name, email address, work schedule, hours worked per week, dates of employment, and duties performed to include pay plan, series, and grade level for relevant federal experience. Your resume must show complete information for each job entry to support minimum qualifications. Do not include the following types of information in your resume: Classified or government sensitive information Social Security Number (SSN) Photos of yourself Personal information, such as age, gender, religious affiliation, etc. Encrypted and digitally signed documents Other supporting documents: Cover Letter, optional Most recent Performance Appraisal, optional Veterans' Preference documentation, if applicable (e.g. DD-214 Member Copy 4 showing type of discharge/character of service; Current Active Duty members must submit a certification of expected discharge or release from active duty under honorable conditions dated within 120 days; SF-15 Form and related documentation; VA letter.) If you are a veteran and you are claiming 5-point veterans' preference, you must submit a copy of your DD-214 or other proof of eligibility. If you are a veteran and you are claiming 10-point veterans' preference, you must also submit an SF-15, "Application for 10-Point Veterans' Preference" plus the proof required by that form. For more information on veterans' preference click here. Failure to submit any of the above-mentioned required documents may result in loss of consideration due to an incomplete application package.

What to Expect Next

After each step in the recruitment process, your status will be updated in our application tracking system. Once this happens, if you have elected to receive e-mail updates, you will be notified through your USAJOBS registered e-mail address. If you have not elected e-mail updates, you can review your current application status in USAJOBS at any time. Please check that your USAJOBS profile contact information is current and correct each time you apply to a job--this will ensure we are able to contact you as quickly as possible. In addition to changing your status online, we will send you e-mail notifications at each major step in the process, to include; application received, eligible or not eligible, referred or not referred, selected or not selected. For Fair Chance Act Covered Positions: An agency may not request, orally, in writing, or electronically through the USA Jobs website or other electronic means, that an applicant for appointment for a position in the civil service disclose criminal history record information before the appointing agency extends a conditional offer of employment. If you believe you were asked about your criminal history improperly, contact the agency or visit https://www.opm.gov/about-us/careers-at-opm/opportunities/

Benefits

The Federal Government offers a comprehensive benefits package. Please see Benefits at https://www.si.edu/OHR/benefits for a complete description. Flexible Spending Accounts - https://www.fsafeds.com/ Health Insurance - http://www.opm.gov/insure/health/index.asp Leave - http://www.opm.gov/oca/leave/index.asp Life Insurance - http://www.opm.gov/insure/life/index.asp Retirement Program - https://www.opm.gov/retirement-services/

About the Agency

The National Gallery of Art welcomes all people to explore art, creativity, and our shared humanity. Millions of people come through our doors each year—with even more online—making us one of the most visited art museums in the world. Our renowned collection includes over 160,000 works of art, from the ancient world to today. Admission to the West and East Buildings, Sculpture Garden, special exhibitions, and public programs is always free. Every day, hundreds of employees—from electricians to data analysts, educators to carpenters—bring the nation's art museum to life for all to enjoy.

Requirements

Specialized Experience Statement: Specialized experience is at least one year of experience, equivalent in responsibility to the GS-7 grade level in the Federal service or equivalent, using a variety of software to complete a wide range of actions including but not limited to: scheduling volunteers for programs, managing calendars and appointments, establishing and maintaining a supply inventory, corresponding with visitors and customers in a professional manner, and tracking data across program areas and creates reports to submit to management. OR 2 full academic years of progressively higher level graduate education or master's or equivalent graduate degree related to the position Individual Occupational Requirement: Museum Specialist and Technician Series 1016 OPM Qualifications Standard: Associated Group standard: There is no Group Coverage Qualification Standard for this series. You must meet all qualification and eligibility requirements by the closing date of this announcement. 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). 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.