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Project Manager
Project Manager
Smithsonian Institution
Post Date: 11 Dec 2023


Application Deadline: 15 December 2023
Department: Smithsonian Institution Exhibits
Employment Type: Full Time
Location: Washington, DC
Reporting To: Head of Exhibit Planning
Compensation: $78,952 – $102,166 / year
OPEN DATE: December 1, 2023
CLOSING DATE: December 15, 2023
APPOINTMENT TYPE: Trust Indefinite
Position sensitivity and risk – Medium 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.


The position is located in the Exhibit Planning Department (EPD), Smithsonian Exhibits (SIE), Smithsonian Institution (SI), Washington, DC. The EPD organizes, leads, and coordinates exhibit projects ranging in size and complexity from a single case, mount, graphic, or display to multi-million-dollar installations encompassing thousands of square feet of exhibit space. Each project is comprised of a multidiscipline team. Team members can be internal or external to SIE. Stakeholders often have varying areas of expertise, perspectives, concerns, and interests.

The primary purpose of the position is to ensure that all assigned projects are completed to the necessary standards, on time, within budget, and within resource constraints.

Add summary of unit and position.

Duties And Responsibilities

  • Responsible for the coordinating and facilitation of project teams and supporting SIE departments through a number of stages: planning, programming and budget development; exhibit schedules and cost estimates; assembling SIE exhibit teams; procurement of a wide variety of non-personal services, supplies, materials, and intellectual property (potentially including non-SIE design and construction contracts); contracting outside vendors for AV systems design and multimedia production and installation; exhibit lighting design, installation, and final focus; final digital artwork; fabrication (possibly including non-SIE fabrication) and installation support.
  • Serves as the SIE Point of Contact (POC) for internal staff and clients for SIE projects.
  • Acts as the main keeper of project information and ensures that all stakeholders are informed about all relevant information.
  • Negotiates and establishes scope, schedules, and budgets with clients in order to develop a mutually acceptable agreement.
  • Defines and outlines the scope of work, including a schedule of milestones and deliverables, assumptions, and exclusions.
  • Develops project costs and milestones in conjunction with SIE management.
  • Issues all formal project-related communication between SIE and the client.
  • Works with SIE management to ensure that projects are on time, within budget, and completed to the mutual satisfaction of all parties according to the project agreement.
  • Schedules and conducts meetings, such as milestone and progress meetings, in order to communicate project issues, monitor work, and shepherd progress.
  • Ensures that team members are aware of the project schedule and works with supervisors to ensure that all team members are held accountable for their respective tasks.
  • Facilitates the identification and resolution of project-related issues—both among staff and between SIE and clients—using diplomacy, tact, and professionalism.
  • Ensures that accurate invoices are submitted to clients and schedules, facilitates, and documents project debriefings as necessary.
  • Reviews work requests, assessing the risks, their alignment with SIE’s mission and strategic plan, and the resources needed. Suggests approaches to projects and solutions to potential problems.
  • Represents SIE in high-level meetings.
  • Monitors and approves expenditures; issues change orders as appropriate and adjusts the project schedule and budget as necessary. Negotiates, awards, and monitors contracts. Writes Requests for Quotes (RFQs) and Requests for Proposals (RFPs) in collaboration with stakeholders. Serves as the contracting officer’s technical representative (COTR). Acts as SIE POC for all communications with outside contractors.

Qualification Requirements

  • Comprehensive knowledge of and skill in project planning (i.e., functions, concepts, tools, etc.,) and program management) sufficient to sustain execution and management of a diverse range of program and project objectives.
  • Broad technical knowledge and skill methods to select and apply techniques sufficient to analyze risk, monitor progress, troubleshoot problems and craft solutions to keep the project on time, within scope and quality of the exhibition and other digital assets over a multi-year timeframe.
  • Extensive knowledge and skill in applying policies and procedures of the functional and administrative areas such as contracting and/or procurement, budget, information management, etc., sufficient to serve as a COTR coordinate and resolve questions/problems.
  • Knowledge and skill to analyze facts, identify problems, report findings, make conclusions, and recommend corrective or other appropriate action.
  • Skill to develop and maintain effective working relationships sufficient to manage various teams through the process, negotiate administrative support, report on status and negotiate resources.

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 Inclusion

The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact [email protected]. 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.


Washington, DC

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