Program Assistant

Job Description

Description

OPEN DATE: April 29, 2026

CLOSING DATE: May 13, 2026 (This job will close once 150 applications are received which may be sooner than the closing date.)

POSITION TYPE: Trust Fund

APPOINTMENT TYPE: Permanent

SCHEDULE: Full Time

DUTY LOCATION: Washington, DC

Position sensitivity and risk:

Non-Sensitive/Low Risk

Who May Apply:

Open to all qualified applicants

This position is being hired at the grade IS-6 with promotion potential to grade IS-7. Promotion to the next higher grade, up to IS-7, may occur at management’s discretion upon the supervisor’s recommendation, subject to the availability of funds, classification requirements, satisfactory performance, and the employee's qualifications.

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, which 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.

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 Smithsonian Institution’s (SI) Office of Academic Appointments and Internships (OAAI) is seeking a Program Assistant to contribute to the coordination of internship and fellowship experiences by supporting the recruitment, onboarding, and oversight of fellows and interns (academic appointees) throughout the Smithsonian. This position contributes to the comprehensive, intentional, and transformative experience of all interns and fellows. This collaborates with a wide variety of staff throughout the Smithsonian and communicates daily with both internal and external stakeholders, including university partners and the general public. OAAI is a Smithsonian central office that oversees the management and administration of all academic appointments, in addition to supporting the academic and career enhancement of interns and fellows through enrichment programming/events.

MAJOR DUTIES

Assist the program manager with programmatic and administrative activities related to reviewing and processing internship and fellowship applications, including conducting follow-up with both applicants and SI staff for any incomplete or inaccurate submissions.

Prepare and disseminate award letters for selected interns/fellows and enter corresponding data tracking information throughout the onboarding process.

Collaborate with OAAI’s financial team for the processing of stipends to ensure interns/fellows receive payments in a timely manner.

Provide information and respond to inquiries from the general public, applicants, current interns/fellows, community partners, and institutional staff via email, phone, and other means of communication.

Collaborate with other SI departments on a variety of onboarding and administrative requirements, including ensuring accurate procedures and processing of documentation for interns and fellows who are non-U.S. citizens.

Assist with placing interns in opportunities throughout the Smithsonian.

Run reports and conduct data analysis and evaluation on internship and fellowship statistics for departmental and Institution-wide reports.

Assist with facilitation of enrichment programming, activities, and events for interns, fellows, and alumni.

SKILLS AND ABILITIES

Required Skills and Abilities

Experience in working with internship/fellowship programs in a museum and/or university setting

Proficient in Microsoft Office Suite (especially Excel), automated systems, data analysis and evaluation

Excellent communication, interpersonal, presentation, and customer service skills

Extreme attention to detail, time management, and organizational skills

Strong ability to meet regular deadlines, multitask, and work in a fast-paced environment

Experience working with people from a variety of backgrounds

Passionate about the social, academic, and career enhancement of interns and fellows

Desired Skills and Abilities

Strong technical skills

Familiarity DocuSign, SharePoint, and web design software

Experience working with scholarly research programs, academic programs, and career programs

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 rejection of your application and may also result in termination after employment begins.

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.

The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact . 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. To review The Smithsonian's EEO program information, please click the following:

Full-time