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    Duties

    Summary

    This position is located in the Library Events Office (LEO), Center for the Learning, Literacy and Engagement, Office of the Librarian.

    The position description number for this position is 389349 .

    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, bargaining unit position.

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    Responsibilities

    Assists in the planning and organization of special events and official functions, including but not limited to ceremonies, exhibition openings, seminars, conferences, performances, receptions, breakfasts, lunches and dinners. Working closely with the 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. Serves as an advisor to sponsors of internal staff events, such as retirement ceremonies, programs of staff organizations, and anniversary observances. Reviews plans for events with sponsors to ensure conformity with Library regulations and safety requirements. Works with the director to explain the policies and/or procedures on public facilities and special event programs to staff and representatives from the federal and private sector, and the Library of Congress managers and staff. Advises event sponsors and Library staff on protocol and social practices. Briefs Library officials on important guests, the format of the event, and the event's agenda. Serves as the sole contact for most recurring or routine events.

    Monitors the work flow on various special events. Serves as a liaison with Library support personnel and with outside contractors and suppliers. Is responsible for initiating administrative procedures necessary for events. Ensures that events are planned so that scheduling conflicts do not occur.

    Assists with supervising event set-up and all services during the event. Evaluates events to determine effectiveness of implementation and possible improvements. Assists with creating and maintaining a database of all Library events, 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.

    Acts as office manager for the director in a division with a mission that affects a wide range of operations within the Library, the Congress, and organizations throughout the nation and around the world. Assists in maintaining the director’s calendar, scheduling meetings and appointments, and rescheduling appointments when necessary. Receives and screens all visitors and telephone calls from other Library divisions, congressional offices, other government agencies, embassies, a host of outside organizations, and the general public, and answers procedural or administrative questions. Attends and records minutes of meetings, which are later summarized and distributed. In the absence of the event coordinator, represents the coordinator at meetings or events. On own initiative, recommends changes in administrative policies. Prepares agendas for and coordinates periodic training in all phases of administrative work in support of events.

    Plans and develops new methods for providing correspondence services in a complex organization with disparate segments requiring complicated administrative controls. Manages a wide variety of correspondence from within and outside the Library and LEO. Receives, reviews, and responds to all incoming correspondence to the office. Screens correspondence bringing items of significance to the director’s or the appropriate staff member’s attention. Determines the appropriate person for responding to a wide range of event inquiries, proposals, complaints and accolades, based on personal knowledge of Library programs, priorities, goals, and objectives. Maintains the filing system of correspondence.

    Enters information into automated systems and/or specialized applications, such as spreadsheets, database, word processing, graphics/presentation applications, customer relationship management system, and event management software. Performs quality reviews to ensure data and information stored in the system meets requisite quality standards.

    Travel Required

    Not required

    Supervisory status

    No

    Promotion Potential

    11

This job originated on www.usajobs.gov. For the full announcement and to apply, visit www.usajobs.gov/GetJob/ViewDetails/546252000. Only resumes submitted according to the instructions on the job announcement listed at www.usajobs.gov will be considered.