This position is located in the Library Events Office, Center for Learning, LIteracy & Engagement Division, Chief of Staff Directorate, Office of The Librarian. The position description number for this position is 057521. The salary range indicated reflects the locality pay adjustments for the Washington, D.C., Metropolitan area. This is a non-supervisory, bargaining unit position. Relocation expenses will not be authorized for the person(s) selected under this vacancy announcement.
Applicants must have had progressively responsible experience and training sufficient in scope and quality to furnish them with an acceptable level of the following knowledge, skills, and abilities to perform the duties of the position without more than normal supervision. Knowledge of event planning and execution.** Ability to adapt in a fast paced and demanding special events work environment.** Ability to meet and deal with others.** Ability to communicate in writing. Ability to utilize computer technology. Ability to communicate effectively other than in writing.
The Event Coordinator is responsible for planning, managing, and coordinating official functions, including, but not limited to, ceremonies, exhibition openings, seminars, conferences, performances, receptions, breakfasts, lunches and dinners. The events may also include congressionally-sponsored events; and events hosted by approved outside organizations in the Library's spaces. The position is responsible for planning and organizing major official functions, including but not limited to: exhibition openings; cultural ceremonies and celebrations; visits by outside groups, political officials, and corporate and foundation presidents; conferences; luncheons, dinners and receptions. Plans and determines the approach to be taken or the methodology to be used for some work assignments. Designs, plans, and coordinates all logistical support of special events. Works directly with event sponsors, making recommendations and coordinating guest list development, menu planning, budget development, the drafting and production of printed materials, space arrangement and equipment needs. Monitors the work flow on various special events. Reviews plans for events with sponsors to ensure conformity with Library regulations and safety requirements. Maintains a budget for events and is responsible for determining the appropriate food, decor, entertainment and similar event features which will produce the desired event within budget. Analyzes financial reports and monitors operational procedures to ensure contractual compliance. Recommends contract revisions to meet changing program requirements. Is responsible for initiating all administrative procedures necessary for events. Supervises event set-up and all services during the event. Evaluates events to determine effectiveness of implementation and possible improvements. Assists with creating and maintaining an on-line Library-wide special event listing, including event information, budgetary items, guest lists, seating arrangements, and other pertinent information related to the implementation of the event. Distributes listing to top Library management and other library officials. Ensures that events are planned so that scheduling conflicts do not occur. Serves as an expert in the assessment and improvement of event program effectiveness or the improvement of complex management processes and systems. Performs long-range planning and management of new substantive agency programs where precedents are scarce or nonexistent. Works with top management to develop long-range management plans for an efficient and effective Library Events Office. Applies a wide range of qualitative and/or quantitative methods for the assessment and improvement of complex short and long-range goals of the special events program, developing detailed plans for implementing them, and overseeing implementation of the goals. Recommends changes in objectives or emphasis in functions under the Library Events Office purview. Provides advice and guidance to resolve, implement, or manage Library Events Office policy issues that involve major areas of uncertainty in approach or methodology. Assists with preparing short and long range planning guidance in accordance with broad program policies and objectives. Prepares guidance based on analyses of interrelated issues of effectiveness, efficiency, and productivity of substantive mission-oriented programs. Provides guidance and advice within the Library concerning Library Events Office policies and procedures that require considerable adaptation, and/or interpretation for application to utilize Library space, and/or where decisions about how to proceed are complicated by conflicting Library goals and objectives. Serves as an advisor to LC staff and sponsors of events, such as exhibit openings, conferences, and meetings of Library donors. Assists in formulating procedures and standards governing Library of Congress events. Serves as principal source of information to staff on matters of protocol and etiquette. Provides advice on matters concerning diplomatic and protocol courtesies extended to visiting dignitaries, as well as on social etiquette expected of Library of Congress officials. Other duties as assigned.