Clarification from the agency

Current Smithsonian Institution Internal Employees/Agency Employees Only may apply including current Smithsonian Institution employees with Federal career/career-conditional status or eligibility. More than one selection may be made from this announcement.

The Special Events Coordinator will assist the supervisor to develop acceptable project plans which typically includes identification of the work to be done, the scope of the project and the deadlines for its completion for the National Museum of Natural History (NMNH). 

In this position, you will:

• Develop, plan and oversee events, both small and large, sometimes on short notice, including exhibition openings, conferences, ceremonies, formal dinners and receptions hosted by the Secretary, Museum Director, and other Smithsonian officials.
• Determine the appropriateness of an outside organization’s request to use Smithsonian facilities for a special event based on policy and qualifications of the request.
• Oversee caterers and suppliers at events and ensure their work is performed within the established budgets.
• Analyze requirements for each rental event and conduct internal walkthroughs and meetings with the client, vendors and internal staff.
• Compose and distribute comprehensive outline of event arrangements to client, vendors and internal staff.
• Attend each special event to see that all requirements are carried out efficiently, effectively, and without issues, and ensures immediate corrective action when necessary

Conditions of employment

• Requires career/career-conditional status or eligibility.
• Males born after 12/31/59 must be registered with Selective Service.

Conditions of Employment

Qualification requirements, including one year time-in-grade at the next lower grade level for promotion candidates, must be met within 30 days of the job announcement closing date. See the 'Required Documents' section for additional information.

For information on qualification requirements, see Qualification Standards Handbook for General Schedule Positions viewable on OPM Website.

Must be able to work evenings and/or weekends

Requires walking, long periods of standing, longer than average workdays several times a week and evenings during busy times, and the carrying of light items such as papers, magazines, and books.

Qualifications

Experience GS-12: You qualify for this position if you have one year of specialized experience equivalent to at least the GS-11 level in the Federal Service.  For this position, specialized experience is defined as having experience planning and coordinating high-level events for a museum, educational or cultural institution, including galas, receptions, dinners, conferences, and board meetings, for a wide range of audiences; and coordinating logistics such as space, facilities maintenance, and security for events. 

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community, student, social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

Part-time and/or unpaid experience related to this position will be considered to determine the total number of years and months of experience. Be sure to note the number of paid or unpaid hours worked each week.

In an effort to streamline our hiring process, SI employees whose current position of record is in the same job series (0301) and who are in a Federal competitive as this advertised position, are not required to submit a transcript with your application package. However, if selected, you will be required to provide a copy of your transcript before your start date in the position.

Time-in-Grade Requirements: Under competitive merit promotion procedures, any individual who is currently holding, or who has held within the previous 52 weeks, a General Schedule position under a non-temporary appointment in the competitive or excepted service, must meet "time-in-grade" requirements (have served 52 weeks at the next lower grade of the grade for which you are applying).

How you will be evaluated

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

Applicants for this position may be evaluated in multiple stages. The first stage is an evaluation of your responses to the online multiple-choice questions that assess your experience, education, and/or training for the job related competencies below:

• Knowledge of handling special events, including areas of event design, protocol, international and government relations, logistics, and overall propriety.
• Knowledge of administrative policies, practices and regulations applicable to the administration and coordination of special events.
• Knowledge of business management as related to special events in order to track events revenue and expenses, design and follow budgets, solicit vendors.
• Skill in oral communication.
• Skill in written communication.

Important Note:

Your resume and supporting documentation will be compared to your responses to the occupational questionnaire or other assessment tool for consistency. If a determination is made that you have rated yourself higher than is supported by your resume, you will be assigned a rating commensurate to your described experience. Your resume should provide detailed information regarding how your education and experience relate to this position, including the major duties and qualifications criteria listed.