Gallery Support Specialist (Associate Projects Manager)

The primary purpose of this position is to oversee the development of the Center’s academic programs, which include symposia, conferences, seminars, colloquies, workshops, the Mellon Lecture series, and other scholarly gatherings. The incumbent provides administrative support to the Associate Dean for Academic Programs & Publications and manages a selection of scholarly publications in collaboration with the Assistant Projects Manager for Academic Programs & Publications.

As the Gallery Support Specialist, you will:

• Collaborates with Associate Dean for Academic Programs & Publications to manage relationships with scholars and other program participants. Manages pre-program logistics and planning, working with Communications Officer to prepare and distribute announcements, electronic invitations, and update the website and symposium registration. Coordinates readings, abstracts, printed schedules, and registrant lists. Tracks programmatic budget in consultation with Center Administrator and Assistant Administrator.
• Independently identifies issues or problems within specific programming arrangements, prioritizes tasks, and works with a high degree of confidentiality. Communicates regularly with various National Gallery departments, staff, and contractors to ensure that Facilities Management, Protection Services, Audio-Visual Operations, and National Gallery caterers are apprised of logistics and program needs. Works with both National Gallery and external caterers to execute receptions, luncheons, and dinners. Determines staffing needs for programs in consultation with Associate Dean. Prepares travel and program schedules for speakers and participants, involving international itineraries and local lodging. Adheres to National Gallery administrative, procurement, and travel procedures.
• Serves as scheduler and confidential assistant to Associate Dean for Academic Programs & Publications. Arranges regular meetings for the Associate Dean with leadership throughout the National Gallery. Employs personal initiative and discretion to establish priorities and schedules. Handles purchasing for the Academic Programs & Publications department, adhering to National Gallery protocols and policies. Prepares travel arrangements and reimbursements on behalf of Associate Dean for Academic Programs & Publications. Maintains travel files.
• Manages the Seminar Papers series. Receives and processes essays for publication. Reviews material for completeness and communicates with scholarly editors and authors regarding manuscript status. Communicates with authors, compiles papers and illustrations for submission to editor, and maintains log of submissions. Ensures author agreements and honoraria payment are established and executed in collaboration with Assistant Projects Manager and Center Administrator.
• Prepares contracts for speakers, event participants, contributing authors, and scholarly editors, working closely with the National Gallery’s Secretary and General Counsel on language, terms, deadlines, payment schedules, allowances, and other necessary details. Oversees contracts process, from drafting agreements and supporting entry into the financial management system, to ensuring that all services are complete, and payments are made in accordance with the terms of the contracts