Advancement Assistant, IS-1001-07

Smithsonian Institution • Full-time • Washington, District of Columbia, United States • $57.74k - $65.44k / year • 3d ago

Description

OPEN DATE: July 16, 2026

CLOSING DATE: July 21, 2026

POSITION TYPE: Trust Fund

APPOINTMENT TYPE: Indefinite

SCHEDULE: Full Time

DUTY LOCATION: Washington, DC

Position sensitivity and risk:
N/S Non-Sensitive

Who May Apply: SI Only

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

Come join a team of dedicated staff at an exceptional time in the Smithsonian’s history as we prepare for the Smithsonian Campaign for Our Shared Future. This ambitious fundraising campaign’s public phase will run from 2024 to 2026, culminating with the nation’s 250th anniversary. It will expand the Smithsonian’s reach and impact, empowering the institution to find solutions to today’s most pressing challenges. The Smithsonian is also planning two exciting new museums.

The National Museum of the American Latino and the Smithsonian American Women's History Museum share the experiences and perspectives of Latinos and women across history and deepen our shared understanding of what it means to be an American. The Smithsonian has built a model fundraising organization, driven by talented staff across our many museums, research centers and cultural centers. This position offers exciting opportunities for the successful candidate to make a significant impact on the future of the Smithsonian. There is no better time to join this amazing Institution.

The Smithsonian’s National Air and Space Museum is finishing a $285M campaign that is transforming the Museum on the National Mall, has embarked on a $60M campaign to expand the Steven F. Udvar Hazy Center in Chantilly, VA, and is expanding upon its model fundraising organization, one that will meet the growing needs of one of the world’s most visited museums.

This position offers exciting opportunities for the successful candidate to make a significant impact on the future of the National Air and Space Museum and the Smithsonian. There is no better time to join this amazing Institution.

DUTIES AND RESPONSIBILITIES

The Advancement Assistant serves in the Advancement Office at the National Air and Space Museum, supporting two key fundraising and donor engagement programs: the National Air and Space Society (NASS) membership program and the Wall of Honor donor recognition program.

For the NASS program, the incumbent is responsible for managing weekly donor acknowledgment letters, monthly membership renewal notices, and member correspondence. The position serves as a primary point of contact for member inquiries and helps ensure the timely and accurate administration of membership-related communications.

For the Wall of Honor program, the incumbent coordinates the upload of honoree profiles to the Museum’s website, facilitates correspondence with honorees and donors, responds to inquiries, and supports the periodic installation of honoree names on the Wall of Honor. The position plays an important role in maintaining positive donor relationships and ensuring the effective administration of the program.

The successful candidate will possess excellent written communication skills, exceptional organizational abilities, and the capacity to effectively manage multiple priorities and deadlines in a fast-paced environment. Candidates should demonstrate strong attention to detail, customer service orientation, initiative, and a willingness to learn and grow professionally. Experience working in advancement, fundraising, membership programs, donor relations, or within a large and complex nonprofit organization is highly desirable.

Experience supporting membership, fundraising, or donor stewardship programs.
Strong written and verbal communication skills.
Ability to manage multiple projects simultaneously while meeting deadlines.
Exceptional organizational and administrative skills.
Proficiency with database management, correspondence tracking, and donor-related systems.
Experience working in a museum, cultural institution, educational organization, or large nonprofit environment preferred.
Serve as the primary point of contact for NASS and Wall of Honor email resource accounts, responding to member and donor inquiries and managing escalated call center requests.
Coordinate the weekly NASS acknowledgment reporting and letter production process with the Museum's mail shop vendor.
Prepare and facilitate personalized acknowledgment letters for high-level and major-gift NASS members.
Support and coordinate in-person and virtual engagement experiences and events for NASS members.
Maintain accurate membership and donor records by processing updates and coordinating data maintenance within the JAMES database.
Ensure the timely fulfillment and delivery of member benefits, including Air & Space Quarterly magazine, membership pins, signed publications, and other stewardship items.
Coordinate the monthly membership renewal mailing process, ensuring accurate and timely outreach to current and prospective members.
Verify and process corporate matching gifts, including both monetary contributions and volunteer-hour donations.
Provide professional, responsive, and courteous service to members, donors, honorees, and the public, fostering positive and lasting relationships with Museum supporters.
Assist with special projects and other advancement activities in support of fundraising, membership, and donor stewardship initiatives.

QUALIFICATION REQUIREMENTS

Education (if positive education is required) and Experience:

To qualify for this position at the IS-7 level, applicants must possess one (1) year of specialized experience equivalent to at least the GS-5 level in the Federal service or comparable experience in the private or public sector.

Specialized experience is experience that demonstrates the ability to perform membership, donor relations, advancement, fundraising, or customer service-related duties, such as:

Providing information and assistance to members, donors, customers, or stakeholders regarding organizational programs, services, and benefits while ensuring timely and professional customer service.
Preparing and producing clear, accurate, and effective written communications, correspondence, acknowledgments, reports, or informational materials tailored to diverse audiences.
Establishing and maintaining effective working relationships with individuals from a variety of backgrounds, including donors, members, volunteers, colleagues, vendors, and the general public.
Applying administrative and organizational principles and procedures to coordinate multiple projects, manage records, track correspondence, and support day-to-day program operations.
Utilizing databases or information management systems to maintain accurate records, process updates, and retrieve information.
Communicating effectively both orally and in writing with internal and external stakeholders, including representing an organization at meetings, events, or member and donor engagement activities.

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."

Application Instructions:

The Smithsonian Institution values and seeks a diverse workforce. Join us in "Inspiring Generations through Knowledge and Discovery." Interested candidates should submit their resumes and a cover letter. 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 nasm-hr@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. To review The Smithsonian's EEO program information, please click the following: https://www.si.edu/oeo

About Smithsonian Institution

Founded in 1846, the Smithsonian is the world’s largest museum and research complex of 21 museums and galleries, the National Zoo and Conservation Biology Institute, and 14 education and research facilities. There are more than 6,500 Smithsonian employees, including approximately 500 scientists. The total number of objects, works of art and specimens at the Smithsonian is estimated at more than 157 million.