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Vacancy Details


Announcement Number:
Hiring Agency:
Position Title:
Exhibition Program Specialist
Open Period:
09/04/2018 - 09/18/2018


GS - 1001 09
USD $56,233 - USD $73,105
Work Schedule:
Full-time - Full-Time, Permanent
Promotion Potential:
Duty Location(s):
Washington DC, DC, US
Telework Eligible:
For More Info:
Marie Parks


Hiring Path:
• Competitive service
• Open to the public
• Veterans
Who May Apply/Clarification From the Agency:
This position is open to all U.S. Citizens or U.S. Nationals (including Veterans recruitment). Excepted Service employees may also apply to this announcement.  

Note: Federal employees with permanent status or individuals eligible for special appointing authorities may also apply to Job Announcement #18R-MP-304109-MPA-NPG.

More than one selection may be made from this announcement.
Security Clearance Required:
Public Trust - Background Investigation
Appointment Type
Appointment Type Details:
Marketing Statement:
The Smithsonian Institution values and seeks a diverse workforce. Join us in "Inspiring Generations through Knowledge and Discovery."


This position is located in the Department of Exhibitions, National Portrait Gallery (NPG), Smithsonian Institution.  The employee supports the Director of Exhibitions in the management of NPG exhibition programs.  S/he assembles special exhibition and/or permanent collection installation proposals, coordinates presentations to the Exhibition Review and Implementation Committee (ERIC), and drafts ERIC recommendation for the NPG Director.

Supervisory Position:
Relocation Expenses Reimbursed:
Travel Required:
Not Required


  • Coordinates exhibition production schedules, monitoring work for completion. Disseminates exhibition information to appropriate staff. 

  • Creates loan documents, negotiates loan terms with lenders, and coordinates dispersal of exhibition objects. Coordinates outgoing loans and related records, and manages incoming long-term loans. Requests loan examinations. 

  • Creates loan request documents, negotiates loan terms, and disseminates exhibition information to staff. Drafts statements of work with guest curators and service vendors for conservation, photography and appraisal.

  • Negotiates and secures licenses for all exhibition-related uses of borrowed or third party-owned copyrighted works. Proofs ad approves reproductions for adherence to licensing requirements. 

  • Utilizes TMS for object condition and preparation requirements, handling and display needs and loan status. Oversees TMS cataloguing by contractors and interns. Creates and maintains outgoing and long term incoming loan records. Assists with various administrative functions of an exhibition office. 

Qualifications and Evaluations

Qualification requirements must be met within 30 days of the job announcement closing date.

For information on qualification requirements, see Qualification Standards Handbook for General Schedule Positions viewable on the web at
Key Requirements:
  • Pass Pre-employment Background Investigation
  • May need to complete a Probationary Period
  • Maintain a Bank Account for Direct Deposit/Electronic Transfer
  • Males born after 12/31/59 must be registered with Selective Service.
  • Education Requirements:



    Your application will be evaluated first for the basic qualifications described above. The applications that meet the basic qualifications will be evaluated further against the following criteria:

    • Knowledge in managing museum projects affecting multiple departments to effectively track, schedule and coordinate complex preparation work for exhibition-related objects.

    • Knowledge of professional registrarial standards, policies, practices, and artwork loan documentation procedures to negotiate loan conditions with lenders and communicate loan conditions to museum staff.

    • Ability to communicate in writing to a wide range of internal and external professional contacts, at all organizational levels, to ensure an accurate and timely exchange of detailed information about loans and exhibition projects.

    • Knowledge of established rights and reproductions policies as they pertain to works of art, including fair use, public domain, personality rights, and similar usage/copyright issues to ensure images are used both legally and appropriately.

    • Ability to use word processing, collections management, database, photo editing and accounting software in order to create, develop, maintain, and distribute electronic and manual records of the department.

    Applicants who meet or exceed minimum qualifications will be assigned to one of three category groups based on job-related criteria:

    Best Category - Meets the minimum qualification requirements and excels in most of the job related competencies above.

    Better Category - Meets the minimum qualification requirements and satisfies most of the job related competencies above.

    Good Category - Meets the minimum qualification requirements, but does not satisfy most of the job related competencies above to a substantive degree.

    This category rating process does not add veterans' preference points or apply the "rule of three", but protects the rights of veterans by placing them ahead of non-preference eligibles within each category. A selecting official may make selections from the highest quality category (Best Category) provided no preference eligible in that category is passed over to select a non-preference eligible in that category unless the requirements of 5 U.S.C. 3317(b) or 3318(b) are satisfied. Preference eligibles who meet minimum qualification requirements and who have a compensable service-connected disability of at least 10 percent must be listed in the highest quality category, except when the position being filled is scientific or professional at the GS-9 grade level or higher. Applicants who have not submitted a resume in the USAjobs system and/or have not answered all of the vacancy questions will not be considered for this position.

    Important Note: Your resume and supporting documentation will be compared to your responses to the occupational questionnaire or other assessment tool for consistency. If a determination is made that you have rated yourself higher than is supported by your resume, you will be assigned a rating commensurate to your described experience. Your resume should provide sufficient information regarding how your education and experience relate to this position, including the major duties and qualifications criteria listed.


    You may qualify for this position if you possess the following Selective Factor and Specialized Experience requirements below.

    All applicants must meet the following Selector Factor Requirement (your application must show written evidence of this requirement):  

    SELECTIVE FACTOR: Skill in managing museum projects to track, schedule and coordinate complex preparation work for exhibition-related objects, including fine art media and historical ephemera, performed in a museum or gallery.

    In addition to meeting the selective factor above, applicants must possess one year of specialized experience equivalent to at least the GS-7 level in the Federal Service or comparable pay band system.  For this position specialized experience is defined as work performed in a museum or gallery managing medium to large-sized exhibitions (from 50 to 200 objects) and their related loans; entering object and loan data into a collections management system (such as The Museum System [TMS], or FileMaker); and obtaining images for reproduction in exhibitions and their related publications, websites or publicity materials.
    Or Education:  Two full years of progressively higher level graduate education leading to a master's or equivalent degree related to this position may be substituted to meet the experience requirements.

    Or a Combination:  Education and experience, in part, totaling 100% may be combined to meet the basic qualifications.  For a full explanation of this option please see the Qualification Standards.

    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.

    Part-time and/or unpaid experience related to this position will be considered to determine the total number of years and months of experience. Be sure to note the number of paid or unpaid hours worked each week.

    Special Instructions for Foreign Education: If you are qualifying by education and/or you have education completed in a foreign college/university described above, it is your responsibility to provide transcripts and proof of U.S. accreditation for foreign study. For instructions on where to fax these documents, see the "Required Documents" section of this announcement.

    Benefits and Other Info

    Agency Benefits:

    The Smithsonian offers a comprehensive benefits package that includes, in part, vacation and sick leave, holidays, health/life insurance, accident insurance, and excellent retirement program

    Please see Benefits at for a complete description.

    Other Information:

    Flexible Spending Accounts -
    Health Insurance -
    Leave -
    Life Insurance -
    Long Term Care Insurance -
    Retirement Program -

    How to Apply

    How to Apply:
    Click on the "Apply Online" button on the upper right side of the page. Please Note:
    • You must apply for this position online through the 'Apply Online' button and submit required supplemental documents (if they are relevant to you).
    • You may submit required documents by uploading them online during the application process;  OR You may manually fax required documents.  Faxes are received by an automated system, not a physical fax machine.  Documents that are faxed as part of the application process must be sent with the system generated cover sheet by the closing date.  Documents faxed without the system generated coversheet are not retrievable and cannot be considered as part of the application package.
    • The complete application package, including any required documents, is due in the Smithsonian Office of Human Resources on the closing date of the announcement by 11:59 PM Eastern Time.
    • If you are unable to apply online, paper applications may be accepted with prior approval of the Contact Person listed below.
    Required Documents:
    Your application package should include the following documents:
    • Detailed resume created in the USAJOBS Resume Builder.
    • Proof of Veteran's Preference - DD214 (Member 4 Copy), if you are a veteran.  Additionally, applicants claiming 10-point preference must complete Standard Form (SF) 15, Application for 10-Point Veteran Preference, as well as additional documentation required by the SF-15, such as a VA letter.
    • Unofficial school transcripts, if the position has an education requirement or if you are using education to qualify.  If selected for the position, you must provide an official transcript before appointment.
    • Proof of U.S. accreditation for foreign study, if applicable.
    Next Steps:

    At the end of the application process you will be able to create and save a PDF file that contains your responses to the assessment questions. You may save this file as initial receipt of your application. After the job announcement closes, you will receive an email from the Smithsonian with confirmation of receipt. The Smithsonian receives many applications for each job. Each application is reviewed carefully which may take a few weeks. We will send you an e-mail to update you as we go through phases of the application review process. You may also check your application status by logging into and selecting the tab "My USAJOBS;" e-mailing; or by contacting the Office of Human Resources Representative listed. Additional Information: