Duties

Summary

The Special Events 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.

The position description number for this position is 57519.

This is a non-supervisory, bargaining unit position.

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Responsibilities

Plans and organizes 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 plans and determines the approach to be taken for some work assignments. Designs, plans, and coordinates logistical support of special events. Works 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. Monitors the work flow on various special events. Reviews plans for events with sponsors to ensure conformity with Library regulations and safety requirements. Works with the director of the Library Events Office to explain the policies and/or procedures on public facilities and event programs to staff and representatives from the federal and private sector, and the Library of Congress managers and staff.

Works closely with seasoned event coordinators and assists with maintaining a budget for events; 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. Is responsible for initiating all administrative procedures necessary for events.

Under the supervision of the director, Library Events Office, completes work assignments in the Library Events Office to acquire experience in the event planning arena.

Receives training and develops familiarity with the work processes of the Library of Congress and the special events field and specific job. Plans and carries out successive steps and informs the supervisor of problems and deviations in the work assignment in accordance with instructions and policy guidelines.

Upon consultation with the director, Library Events Office, provides guidance and advice within the Library concerning the Library Events Office's policies and procedures. Provides guidance on a wide range variables, including issues, problems, or concepts that are not susceptible to direct observation and analysis with the Library Events Office.

Serves as an advisor to Library staff and sponsors of events. Assists in formulating procedures and standards governing Library of Congress events. Serves as a source of guidance 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.

Travel Required

Not required

Supervisory status
No

Promotion Potential
12

Requirements

Conditions of Employment

No additional requirements to those listed above.

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 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.

Education

Additional information

The incumbent for this position will work a flexitime schedule.

Although it is the Library's policy to afford the maximum pay benefit to employees when setting rates of pay, a new appointee who has had no previous Federal service will generally be paid the minimum step of the grade.

The Library of Congress is an equal opportunity employer. Women, minorities, and persons with disabilities who meet eligibility requirements are strongly encouraged to apply.

Applicants must submit a complete application package that is received by the closing date of this announcement.

This agency provides reasonable accommodation to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please email ADA@loc.gov. The decision on granting reasonable accommodation will be determined on a case-by-case basis.

Applicants with disabilities may be considered under special hiring procedures and must submit an appropriate certificate of eligibility when applying for this position. The proof or disability/certification may be issued by the State Vocational Rehabilitation Office, Disability Services or Career Services office of the applicant's college or university, or the Department of Veterans Affairs. The letter must verify that the applicant has a severe disability and must be dated within three years of the date of the application. Certification from health care providers are not accepted. For more information contact the Library's Office of EEO/Diversity Programs at 202-707-6024 or email spp@loc.gov. FAILURE TO SUBMIT YOUR CERTIFICATION WILL CAUSE YOUR APPLICATION TO NOT BE CONSIDERED UNDER THE SELECTIVE PLACEMENT PROGRAM.

The Library of Congress is the national library of the United States and is part of the Legislative Branch of the Federal government. As such, all positions are in the excepted service.

Appointment/retention is subject to a favorable evaluation of an appropriate personnel security/suitability investigation.

The Library reserves the right to fill a lesser or greater number of vacancies indicated during the life of this vacancy announcement.

Initial appointments, permanent or indefinite, to the Library of Congress require completion of a one-year probationary period.

The Library of Congress may offer repayment for all or part of federally insured student loans. However, not all service units within the Library of Congress participates in the repayment of federally insured student loans. Therefore, determination to repay a federally insured student loan is subject to approval by the appropriate service unit.

A "Not to Exceed" (NTE) status is used to identify an appointment with a specific ending date. However, the Library has the right to separate a NTE employee at any time due to either performance issues or budget constraints.

Are you a veteran? Please indicate the type of veterans' preference you are claiming in your application materials and/or applicant profile and provide the appropriate supporting documentation to validate your claim. Those applying for 5-point preference must submit Member Copy 4 of your DD 214. Those applying for 10-point preference must fill out an SF-15 (click here for the form) and provide the required documentation listed on the back of the form. If required supporting documentation is not attached, Veterans' Preference will not be considered in the application process.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

The Library of Congress evaluates applicants through an applicant questionnaire and a structured interview. Applicants may also be screened for some jobs through licensing, certification, and/or education requirements, a narrative/application review, and/or a preliminary telephone interview. The knowledge, skills, and abilities (KSAs) that are marked with a double asterisk (**) in the vacancy announcement and the applicant questionnaire are considered the most critical for a position. To be considered for final selection, applicants must demonstrate fully acceptable experience in these designated KSAs in the narrative/application review, preliminary telephone and/or full structured interview. The various assessment tools listed above are designed to verify or explore applicants' experience, knowledge, and training directly related to the job in order to identify the best qualified applicants for selection.

For more information regarding eligibility requirements, please see the Library of Congress Merit Selection Plan, Section X.D, at: http://www.loc.gov/hr/employment/msp010909.pdf .

To preview questions please click here .

Background checks and security clearance

Security clearance
Not Required

Drug test required
No

Required Documents

Current or former federal employees must submit their most recent Notification of Personnel Action (SF-50 or equivalent).

Applicants with disabilities may be considered under special hiring procedures and must submit an appropriate certificate of eligibility when applying for this position. The proof or disability/certification may be issued by the State Vocational Rehabilitation Office, Disability Services or Career Services office of the applicant's college or university, or the Department of Veterans Affairs. The letter must verify that the applicant has a severe disability and must be dated within three years of the date of the application. The program does not accept certification from health care providers. For more information contact the Library's Office of Equal Employment Opportunity and Diversity Programs at 202-707-6024 or email spp@loc.gov. FAILURE TO SUBMIT YOUR CERTIFICATION WILL CAUSE YOUR APPLICATION TO NOT BE CONSIDERED UNDER THE SELECTIVE PLACEMENT PROGRAM.

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.