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Mellon Program Assistant

Position Title: Mellon Program Assistant

Supervisor: Director of Garden and Landscape Studies

Department: Garden and Landscape Studies (Project: Mellon Urban Landscape Studies Initiative)

Grade: 51, non-exempt, union

Hours: 35 hours per week

Term: This is a one-year term appointment from the date of hire with the possibility for renewal based on funding and performance.



The Mellon Program Assistant provides support for the Humanities in Place Initiative, a Mellon-funded program at Dumbarton Oaks. This role is for the period of the grant only. This position will begin in October 2022. The Mellon Program Assistant works under the supervision of the Director of Studies for Garden and Landscape Studies, and collaboratively with colleagues in Academic Programs, Communications, Events, Education and Library. This position coordinates program activities including seminars, colloquia, workshops, lectures, special programs and fellowships.

This position offers a special opportunity for an individual with proven communication and organizational skills and interest in the humanities. It is ideally suited for someone who is interested in a career in academic and/or cultural institutions and enjoys supporting scholarly programs in a stimulating, collaborative and collegial environment.

Duties and Responsibilities

  • Administrative support for the Mellon Program
    • Coordinate Advisory Board meetings: overseeing schedule, agenda distribution, etc.
    • Coordinate fellowship application and review process
    • Field questions from fellowship applicants, accepted fellows, and other program participants
    • Handle accommodation and travel arrangements; process travel reimbursements, honoraria, and any other appropriate reimbursements
    • Draft offer letters for speakers and program participants
    • Maintain and update program webpage including fellows’ biographies, scholarly activities, outreach, publications, and upcoming events, in collaboration with Digital Content Editor and Academic Programming staff
    • Attend to accounting including but not limited to invoice payments, reimbursements, and appropriate documentation
    • Draft annual financial and narrative reports as required by Dumbarton Oaks, Harvard University, and the Mellon Foundation. Review monthly financial reports. 
  • Outreach and Public Access for the Mellon Program
    • Collaborate with the Communications team to expand outreach for fellowship announcements
    • Regular meetings with Program Coordinators and Manager of Academic Programs to assure that Mellon activities align with the Dumbarton Oaks academic programs and activities
    • Communicate with partner organizations to promote fellowships, awards and public programs
    • Support public programs and events including lectures, workshops, and open houses
    • Lead activities related high school educational programming and post-secondary educational programming
    • Serve as primary liaison with partners at the New American History Center to develop programs for high school curriculum in partnership with Dumbarton Oaks Education Manager
    • Serve as liaison to professional organizations interested in expanding access to the design professions (AIA, ASLA, APA, etc.)
  • Academic activities of the Mellon Program
    • Assist with weekly schedule of academic events
    • Coordinate study sessions (workshops, seminars, and site visits)
    • Coordinate, staff, and plan activities related to the annual colloquia
    • Coordinate implementation of the Deans Equity and Inclusion Initiative (website, events, and fellows program)
    • Facilitate programming with institutional partners
  • Other appropriate duties as assigned.


Basic Qualifications

Minimum three years in administrative position with budgeting and communication duties, preferably with experience in independently leading small-scale programs, and communicating with internal and external constituents. 

Additional Qualifications

  • College degree
  • Experience with public programming including K-12 programs
  • Ability to work independently, attend to detail, and demonstrate initiative in daily tasks
  • Capacity to work with financial and budget reports and reporting
  • Desire to participate in a collaborative environment
  • Excellent interpersonal and communication skills, flexibility and versatility

To Apply

This position is open until filled. Qualified candidates should submit a resume and cover letter by clicking the link below: 

Dumbarton Oaks is an Equal Opportunity Employer (EOE).