Enrichment Program Coordinator (Fellowship and Internships) (IS-0301-09)

Enrichment Program Coordinator (Fellowship and Internships) (IS-0301-09)

Application Deadline: 8 May 2024

Department: Office of Academic Appointments & Internships

Employment Type: Full Time

Location: Washington, DC

Reporting To: Director, OAAI

Compensation: $68,405 - $79,805 / year

Description

OPEN DATE: May 3, 2024

CLOSING DATE: May 8, 2024 (This job will close once 50 applications are received which may be sooner than the closing date.)

POSITION TYPE: Trust Fund

APPOINTMENT TYPE: Indefinite

SCHEDULE: Full Time

DUTY LOCATION: Washington, DC
Position sensitivity and risk: Non-sensitive (NS)/Low Risk

Open to all qualified applicants

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 and 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 as low risk.
• 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 Office of Academic Appointments and Internships (OAAI) at the Smithsonian Institution (SI) is seeking an Enrichment Program Coordinator. The OAAI is a central office committed to supporting the academic and career opportunities, enhancement, growth, and development of interns, fellows, and research associates throughout the Institution.

This position designs, implements, manages, and facilitates enrichment programming to enhance the overall experience of interns and fellows (academic appointees) throughout the Institution. The position also supports a variety of office functions and goals as they pertain to event planning, marketing and promotion of opportunities and services, providing orientations and trainings to academic appointees and SI staff, serving as a liaison between internal and external stakeholders, managing central internship programs, building intern/fellow alumni engagement outreach and programming, and reviewing and processing applications.

DUTIES AND RESPONSIBILITIES

Program and Event Development, Coordination, and Evaluation

• Develop, implement, manage, and facilitate enrichment programming and events, both in-person and virtually, that contribute to and enhance meaningful, impactful, comprehensive, holistic, inclusive, and transformative experiences for diverse interns and fellows throughout the Institution. Manage the budget for enrichment programming and events. Ensure programming and services are designed and delivered through a diverse, equitable, inclusive, and accessible lens. Serve as the primary representative and liaison for enrichment programming and events coordinated and delivered by OAAI.
• Provide regular and consistent communication (written and verbal) for SI interns, fellows, Program Coordinators, Internship Supervisors, and Fellowship Advisors regarding enrichment programming, events, activities, and opportunities.
• Foster and maintain relationships with SI intern and fellow alumni to bolster overall alumni engagement and participation in ongoing activities with current interns and fellows, including speaker series, professional development workshops, networking events, alumni mentor program, and more.
• Track, record, analyze, evaluate, and report on qualitative and quantitative data of enrichment programming and events in order to measure program effectiveness and inclusivity.
• Build and manage relationships by conducting outreach to and engagement with internal and external partners to design and execute inclusive programming and events that are both program/cohort specific as well as general and open to all.
• Collaborate with OAAI staff to create training manuals and slide decks for the facilitation of live trainings and orientations for SI staff, interns, and fellows as well as presentations to external stakeholders such as university communities.
• Conduct research and benchmarking in order to incorporate best practices on the design and delivery of programming and activities that foster academic, career, and identity enhancement and self-efficacy.
• Meet and communicate with external stakeholders, such as university staff and non-profit organization partners, to support cohort specific internship placement and programming for minors, university students, and graduates.
• Contribute to content development and analysis of exit surveys for interns and fellows that measure and assess the impact, effectiveness, and success of enrichment programming and events as well as the overall internship and fellowship experience.
• Collaborate with supervisors and provide insights to evolve the vision, strategy, direction, and execution of creating, sustaining, and managing impactful and transformative programming and events. Make recommendations on improvement of overall office workflow, processes, and organizational productivity.
• Ensure that units adhere to the Smithsonian's requirements pertaining to academic appointee background checks, clearance requirements, interactions with minors, and policies and procedures pertaining to internships and fellowships.

Marketing and Promotion

• Represent OAAI at Institution and community events, including university career fairs and information sessions to promote SI internship and fellowship opportunities as well as OAAI functions and services.
• Conduct research and benchmarking for best practices for marketing and promoting OAAI via social media and other channels. Manage and monitor OAAI social media channels for regular activity and engagement via platforms and boost OAAI's social media presence.

Administrative

• Develop internship project descriptions and learning objectives as templates for SI Units. Serve as Internship Supervisor for OAAI interns.
• Assist with administrative tasks relating to reviewing and processing academic appointment applications via the Smithsonian Online Academic Appointment (SOLAA) application system, issuing award letters via DocuSign, and answering inquiries from internal and external stakeholders regarding application and placement process for unit-specific and OAAI central internship/fellowship programs.
• Support overall office functions in order to achieve goals, increase organizational productivity, and support the mission.

Performs other duties as assigned.

QUALIFICATION REQUIREMENTS

To qualify for this position, applicants must possess:

• At least three years of experience in event planning and enrichment programming development, implementation, facilitation, and management within educational and museum settings.
• Demonstrated ability for tracking, recording, evaluating, analyzing, and reporting on program and event participation and statistics in order to conduct qualitative and quantitative data analysis for the purpose of measuring enrichment programming effectiveness.
• Experience in composing and delivering reports and briefings to managers, making recommendations, and implementing survey feedback and data evaluation results in order to improve program quality, efficiency, and organizational productivity.
• Familiarity with managing budgets for programs and events.
• Knowledge of designing, delivering, and managing academic, career, and identity enhancement programming and activities through a diverse, equitable, inclusive, and accessible lens for audiences of all backgrounds.
• Demonstrated experience in working with minors (under 18 years of age) and university students.
• Knowledge of social media best practices to market and promote opportunities, programming, events, and activities.
• Skill in database management and experience in working with automated systems and online application systems.
• Possess excellent communication, interpersonal, and customer service skills.
• Demonstrate attention to detail, organizational skills, and ability to handle multiple projects simultaneously in a fast-paced environment.
• Display ability to take initiative and make recommendations for improvement of processes and workflow.
• Bachelor's degree from an accredited university/college.

Applicants, who wish to qualify based on 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 your application being rejected and may also result in termination after employment begins.

The Smithsonian Institution values and seeks a diverse workforce. 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.

Commitment to Diversity, Equity, and InclusionThe Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact BlairD@si.edu. 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.

The Smithsonian Institution is an Equal Opportunity Employer. We believe that a workforce comprising a variety of educational, cultural, and experiential backgrounds support and enhance our daily work life and contribute to the richness of our exhibitions and programs. See Smithsonian EEO program information: www.si.edu/oeema.