Events Coordinator

Summary

The Library of Congress shares its vast collections of books, manuscripts, photographs, maps, audiovisual materials, and priceless artifacts to cultivate curiosity and spark imagination. We engage, inspire, and inform Congress and the American people with a universal and enduring source of knowledge and creativity. We seek highly talented professionals to join a vibrant and collaborative community. Your work here will have lasting impact on the Library and its users well into the future.

Duties

This position serves as an Event Coordinator in Center for Learning, Literacy & Engagement Directorate, Office of The Librarian, at the Library of Congress (LOC). The Event Coordinator directs and administers the development and management of special events in the Library of Congress. 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. These functions in concert with the exhibition, scholarly, educational, publishing, public affairs and outreach activities of the other Library units, are a key element in the efforts to interpret the extraordinary collections of the Library and to convey information on the scope and importance of Library services available to the nation's citizens. The events may also include congressionally-sponsored events; and events hosted by approved outside organizations in the Library's spaces. As the Special Event Coordinator, you will: Plan and organize special events and official functions, including but not limited to exhibition openings; cultural ceremonies and celebrations; visits by outside groups, conferences; luncheons, dinners and receptions. Working closely with the other event coordinators plan and determine the approach to be taken for some work assignments. Design, plan, and coordinate logistical support of special events. Work with event sponsors, making recommendations and coordinating guest list development, menu planning, budget development, drafting and production of printed materials, space arrangement and equipment needs. Monitor the workflow on various special events. Review plans for events with sponsors to ensure conformity with Library regulations and safety requirements. Work with the director of the Library Events Office to explain the policies and/or procedures on public facilities and special events programs to staff and representatives from the federal and private sector, and the Library of Congress managers and staff. · Work closely with seasoned event coordinators and assist with maintaining a budget for events; determining the appropriate food, decor, entertainment; and similar event features which will produce the desired event within budget. Analyze financial reports and monitor operational procedures to ensure contractual compliance. Is responsible for initiating all administrative procedures necessary for events. Assist with supervising event set-up and all services during the event. Evaluate events to determine effectiveness of implementation and possible improvements. Assist with creating and maintaining an on-line Library-wide special events listing, including event information budgetary items, guest lists, seating arrangements, and other pertinent information related to the implementation of the event and all official documents related to the event. Ensure that events are planned so that scheduling conflicts do not occur. Receive training and develop familiarity with the work processes of the Library of Congress and the special events field and specific job. Plan and carry out successive steps and inform the supervisor of problems and deviations in the work assignment in accordance with instructions and policy guidelines. In consultation with senior event coordinators assist with assignments and long-range planning and analysis of the event program at the Library. Make recommendations which may be departures from previous work practices. Assist in determining the need and development for written policies and procedures. Work closely with the Director to review productivity in all areas and monitor problem areas. Recommend actions necessary to maintain or improve the quality and quantity of events programs. Serve as an advisor to Library staff and sponsors of events, such as exhibit openings, conferences and meetings of Library donors (e.g.: Madison Council, etc.). Assist in formulating procedures and standards governing Library of Congress events. Serve as a source of guidance to staff on matters of protocol and etiquette. Provide advice on matters concerning diplomatic and protocol courtesies extended to visiting dignitaries, as well as on social etiquette expected of Library of Congress officials. Perform other duties as assigned. The position description number for this position is 057519. The salary range indicated reflects the locality pay adjustments for the Washington, D.C., Metropolitan area. The incumbent of this position will work a Flexitime work schedule. This is a non-supervisory, non-bargaining unit position. Relocation expenses will not be authorized for the person(s) selected under this vacancy announcement.

Qualifications

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 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.