OPENING DATE: June 25, 2024
CLOSING DATE: July 12, 2024
TYPE OF POSITION: Trust Indefinite (Non-Federal)
DIVISION: Director's Office
LOCATION: Cambridge, MA
AREA OF CONSIDERATION: This position is open to all eligible candidates.
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 (Childcare), Flexible Spending Account (Health & Dependent Care).
Conditions of Employment
- Pass Pre-employment Background Check and Subsequent Background Investigation, as required.
- Complete a Probationary Period if applicable.
- 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.
- The incumbent is expected to be available to periodically work late at night and on weekends and to travel as required for events management.
INTRODUCTION
The Smithsonian Astrophysical Observatory (SAO) is at the forefront, internationally, of the scientific exploration of the universe. SAO combines its resources with those of the Harvard College Observatory to form the Harvard-Smithsonian Center for Astrophysics (CfA). The CfA is the best-known astrophysics center in the world. Its programs range from ground-based astronomy and astrophysics research to space-based research, the engineering and development of major scientific instrumentation for space launch and use in large ground-based facilities, and research designed to improve science education. The research objectives of SAO are carried out primarily with the support of Government and Smithsonian Institution funds, with additional philanthropic support. Government funds are in the form of Federal appropriations or the form of contracts and grants from other agencies. In contrast, Institution funds are available to SAO through grants from the Institution's Restricted Funds, Special Purpose Funds, Bureau Activities, Business Activities, and non-Federal contracts and grants.
SUMMARY
The Smithsonian Astrophysical Observatory (SAO) is seeking an experienced and dynamic Events Coordinator to join the Advancement Office team. The Events Coordinator will play a key role in enhancing the SAO's visibility and impact through the effective management of internal and external events. The ideal candidate will possess exceptional organizational and logistical skills, strong communication abilities, and a passion for science, including astronomy and astrophysics.
- Plan, coordinate, and execute various internal and external events, including meetings, conferences, workshops, lectures, press releases, visits by key partners, dignitaries, and/or delegations, internal engagement and team-building events, and donor relations and outreach events.
- Work with internal departments and external groups to ensure seamless event briefing and logistics, including but not limited to the venue and other vendor selections, catering, audiovisual, transportation, accommodations, registration, and communications.
- Serve as a liaison between SAO leadership and internal and external stakeholders and attendees, including SAO staff, other Smithsonian Institution offices and units, scientific institutions and government agencies, sponsors, and community organizations. Provides efficient and effective communication between SAO and these groups.
- Develops and manages event budgets, tracks expenses, and provides regular financial updates.
- Coordinate event promotion, including invitation design and distribution, press releases, and social media content, as well as follow-up with attendees.
- Evaluate event success and provide post-event analysis, including but not limited to participation and engagement reports identifying opportunities for improvement and growth.
Basic Requirements:
Candidates must possess at least one year of specialized experience at or above the grade 9 level in similar positions. Specialized experience is experience that has provided the knowledge, skills, and abilities to successfully perform the work of the position.
OR
Ph.D. or equivalent doctoral degree.
OR
3 full years of progressively higher-level graduate education leading to such a degree.
OR
a combination of education and experience.
Additional Requirements: Candidates must possess at least one year of specialized experience at or above the grade 9 level in similar positions. Specialized experience is experience that has provided the knowledge, skills and abilities to successfully perform the work of the position.
Knowledge, Skills, and Abilities required:
- Extensive experience organizing and managing large-scale and/or multiple events and visits. Strong communication and interpersonal skills to effectively manage multiple competing priorities, meet tight deadlines, and ensure smooth logistics.
- Experience in partnership management, as evidenced by the ability to work collaboratively, establishing and maintaining positive relationships with various external stakeholders.
- Knowledge and understanding of how to engage diverse audiences, ranging from historically under-represented groups to VIP leadership.
- Proficient in financial management and budgeting to develop and track event budgets.
- Knowledge of and skill in techniques of modern electronic communication and software systems, including event registration processes and data collection.
- Knowledge in event evaluation methodologies, data analysis techniques, and industry benchmarks.
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."
Resume/CV 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. College Transcript should be provided if using education for qualification.
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.
Commitment to Diversity, Equity, and Inclusion
The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact hr@cfa.harvard.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.
The Smithsonian Astrophysical Observatory is an equal opportunity employer committed to diversity in our workplace. Please visit the SAO website at http://www.cfa.harvard.edu/
The Smithsonian Astrophysical Observatory is joined by Harvard College Observatory to form the Center for Astrophysics | Harvard & Smithsonian. The Center is a collaboration between Harvard and Smithsonian designed to ask — and ultimately answer — humanity’s greatest unresolved questions about the nature of the universe. Founded in 1973, the Center for Astrophysics | Harvard & Smithsonian is an ongoing collaboration designed to foster innovation and propel discovery. Our mission is to advance knowledge of the Universe through research in astronomy and astrophysics and in related areas of fundamental physics and geophysics.
At the CfA, scientists in a broad range of disciplines study the universe at every scale, from every wavelength, and using telescopes and instruments that span and orbit the globe, all with a single purpose: making groundbreaking discoveries that advance human knowledge.