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.

Requirements

Conditions of Employment Library of Congress employees are prohibited from using illegal drugs, including marijuana. The Library is part of the Federal Government and abides by federal law, so regardless of individual state or District of Columbia laws, marijuana use is illegal, considered criminal activity, and can affect your employment at the Library. In addition, past or current drug use and activities (e.g., selling or distributing) may deem you ineligible for employment.

Qualifications and evaluation

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. You may preview questions for this vacancy.

How to apply

Please carefully follow all instructions under the How to Apply tab to ensure you are considered for the position. Please note, there is no page restriction to your resume, and you are allowed to upload a resume longer than two pages in the resume section within the application process. When the application system prompts, please proceed to the agency site to complete your application. You are required to apply online for this announcement. We are unable to accept mailed or emailed documents. You must complete the entire application process, including submission of all documents BEFORE this announcement closes. To do so, complete the following steps. Step 1: If you do not already have one, create a resume and upload it to your profile in the "Resume" section. Although you must enter your Social Security Number for USAJOBS, this information will not be provided to the Library of Congress. Step 2: Review the Job Announcement. We recommend you go to the end of the Qualification and Evaluation section of the job announcement to preview the online questions that you will answer in Step 4. You may wish to customize your resume to ensure that it supports your responses to these questions. Step 3: Click on the "APPLY ONLINE" button to the right of this announcement. Follow USAJOBS' instructions to access your account. You will be redirected to the Hiring Management website to complete the application process. If this is your first time in Hiring Management, you will be asked to answer questions related to your eligibility for Federal employment. You will be able to update this information and save it to our account for future announcements. Step 4: Once you have completed the eligibility questions, you will be taken directly to the vacancy application questions. Answer all questions honestly and thoroughly. Step 5: Hiring Management offers one option that will electronically attach your documentation to your online application once you finish answering the questions in the job announcement. You may electronically upload a document directly from your computer to your application. Be certain to review your complete application for confirmation of the document uploaded and click on "Finished" to be returned to USAJOBS. IMPORTANT NOTE: If you have multiple documents of the same kind, e.g. 2 undergraduate transcripts from different schools or 2 SF-50s, etc., be sure that they are all in the same file on your computer. If you try uploading them individually, only the last one sent will be visible in our system. If you have any questions about this information, please contact the person on this announcement BEFORE the closing date. Step 6: Click on "Finish" after you have completed your application. Once you have submitted your application, you can check your status online through your Hiring Management or MY USAJOBS account. Your complete online application and any required supplemental documentation (e.g., SF-50, etc.) must be received by 11:59 p.m. Eastern Standard Time (EST) on the closing date of the announcement. It is your responsibility to ensure that all documents are received on time and that the materials are readable. Failure to do so will result in your application being excluded from consideration for this announcement. If you are experiencing any technical difficulty with the online process, you MUST CONTACT THE POINT OF CONTACT FOR THIS ANNOUNCEMENT BEFORE THE CLOSING DATE. For all technical issues please contact jobhelp@loc.gov , no later than 4:00pm EST of the Closing Date. REQUESTS FOR EXTENSIONS WILL NOT BE GRANTED.

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 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.

Additional information

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 at step one of the grade. The Library of Congress is an equal opportunity employer. Applicants must submit a complete application package that is received by the closing date of this announcement. Appointment/retention is subject to a favorable evaluation of an appropriate personnel security/suitability investigation. For more information, please see: Vetting Process 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 Equal Employment Opportunity 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. The Library reserves the right to fill a lesser or greater number of vacancies indicated during the life of this vacancy announcement. Initial permanent appointments to the Library of Congress require completion of a one-year probationary period. Probationary periods served at other Federal agencies do not count toward this requirement. 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. 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.