Protocol Conference Coordinator - Idaho National Laboratory
Idaho Falls, ID
About the Job
Description
Idaho National Laboratory's External Engagement and Communications group is looking for a PROTOCOL CONFERENCE COORDINATOR.
This is an on-site position and we are surrounded by some of the West's most iconic mountains, rivers and national parks (Yellowstone, Grand Teton)!
This position is a ONE YEAR PROJECT HIRE with strong possibilities to become a full time position.
Our team works a 9/80 schedule with every other Friday off at our Idaho Falls location.
You will report to the Lab-wide Communication Services Manager and have no direct reports.
Responsibilities Include:
As part of the Tours, Protocol and Events team in INL’s External Engagement Communications directorate, the Protocol Conference Coordinator will plan and implement complex large-scale conference events for Idaho National Laboratory, which will include events at the INL Meeting Center, and serve as a Protocol Officer for official visits, events and tours.
Under the direction of the Lab-wide Communications Services manager, and working with colleagues across the laboratory, you will oversee the entire lifecycle of large-scale conference events, including pre-event planning, budget management, logistics, successful event execution, and post-event reporting. You will also collaborate with other protocol officers on the team to ensure every VIP visit and conference meets professional standards.
- Communicate directly with the laboratory staff hosting the visit/the event sponsor throughout the planning process to learn requirements and goals, coordinate visitor list and visit support needs, and ensure all parties understand relevant information and details.
- Ensure the highest degree of official recognition is accorded to each visitor, and presentations and tours are determined by the visitor’s security clearance.
- Meet with sponsors, committees, organizations, and senior leaders to discuss and plan event specifications such as scope, format, budget, administrative details, INL procedures and special requirements.
- Work with INL Travel to coordinate transportation and room blocks.
- Research and reserve on-site and off-site locations/venues.
- Coordinate closely with other departments, including Protocol, Communications, Hospitality, Facilities and Site Services and Safeguards and Security.
- Arrange support with venue personnel, caterers, A/V providers, room sets and other necessary services and activities for visits/events.
- Coordinate with communications specialists and graphic artists to create both digital and print materials which may include website content for event registration, event signage, posters, name tags, brochures, videos.
- You will be a primary contact for select complex conferences and workshops held by INL at the INL Meeting Center and manage all day of event operations.
- Perform post-visit tasks promptly such as meeting with sponsors to ensure satisfaction, reviewing invoices, approving payments, and documenting issues and resolutions.
- Deliver INL’s mission by aligning behaviors, priorities, and interactions with our core values of Excellence, Inclusivity, Integrity, Ownership, Teamwork, and Safety.
- You will often work a flexible schedule, sometimes on short notice, including nights and weekends.
- Knowledge of protocol guidance and practices to plan all aspects of visits by visiting dignitaries.
- Knowledge of relevant laws, regulations, policies and precedents which affect protocol.
- Knowledge of organization, programs, and missions of Idaho National Laboratory.
- Perform detailed planning and coordination with all parties involved. Required to conduct research and contact a variety of sources to ensure proper protocol procedures are in place and used.
- You will develop contingency plans for all visits due to factors such as travel delays, changes to rank and level of dignitaries, security, and national and international rules, procedures and customs.
- You will implement how a visit must be handled depending on protocol procedure, precedents, and knowledge of formal courtesies and etiquette to which visiting dignitaries are entitled.
- You will communicate with a diverse mixture of people including foreign dignitaries, heads of state, industry and government leaders, elected officials and high-ranking civilians to resolve issues involving traditions, formal customs, and courtesies based on rank/prestige of the visiting dignitary.
Qualifications
Minimum Requirements::
Level 2-Bachelor's degree plus 2 years of relevant experience OR advanced degree plus 1 year of relevant experience OR High School Diploma and 8 years of relevant experience in lieu of a bachelor’s degree.
Level 3-Bachelor's degree plus 5 years of relevant experience OR advanced degree plus 3 year of relevant experience OR High School Diploma and 11 years of relevant experience in lieu of a bachelor’s degree.
Must have a valid driver’s license – duties include driving visitors in a government vehicle.
Must have ability to work a flexible schedule, sometimes on short notice, including nights and weekends (early mornings before 7:30 am and late nights after 5:30 pm).
Train to become a Purchase-Card holder and manage Purchase-Card account. Budget and stay within per diem when ordering food
Must be able to manage several projects at once, work independently, and demonstrate strong analytical and common sense thinking.
Must demonstrate flexibility and be able to prioritize work under pressure to meet deadlines.
Must have excellent relationship management to diplomatically navigate interfaces with administrative, program, project managers and staff.
Must have strong organizational capabilities and the ability to create and work in a team environment.
Job Information:
Salary EX2-Grade 420 ($54,876-$107,064)
Salary EX3-Grade 430 ($63,528-$130,284)
Chosen applicants are required to show a demonstrated commitment to valuing diversity and contributing to an inclusive working environment.
Multi-Level: This is a multi-level posting and the selected candidate will be placed at the appropriate level dependent on depth and breadth of proven experience and skills.
INL is a science-based, applied engineering national laboratory dedicated to supporting the U.S. Department of Energy’s mission in nuclear energy research, science, and national defense. With more than 5,000 scientists, researchers, and support staff, the laboratory works with national and international governments, universities and industry partners to discover new science and development technologies that underpin the nation’s nuclear and renewable energy, national security, and environmental missions.
Growing INL: An Overview of New Facilities and Capabilities
INL Mission
Our mission is to discover, demonstrate and secure innovative nuclear energy solutions, other clean energy options and critical infrastructure.
INL Vision
Our vision is to change the world’s energy future and secure our nation’s critical infrastructure.
Selective Service Requirements
To be eligible for employment at INL males born after December 31, 1959 must have registered with the Selective Service System (SSS). For more information see www.sss.gov.
Equal Employment Opportunity
Idaho National Laboratory (INL) is an Equal Employment Opportunity (EEO) employer. It is the policy of INL to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information. Women and People of Color are strongly encouraged to apply.
Reasonable Accommodation
We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.
Other Information
When applying to positions please provide a resume and answer all questions on the following screens. Applicants, who fail to provide a resume or answer the questions, may be deemed ineligible for consideration.
INL does not accept resumes from third party vendors unsolicited.
Benefits, Salary, and Relocation
We have an extremely competitive salary structure and phenomenal benefits. For more information, please visit: https://www.inl.gov/careers/benefits-overview/