Event Coordinator

Description

Netsimco, a Saalex Company is seeking an Event Coordinator in Newport, RI. The incumbent of this position serves as an Event Coordinator in the Protocol and Events Department, Office of the Deputy/Chief of Staff, Naval War College (NWC), Newport, RI.

Position Type: Full-Time

Salary: $65k-$70k annually (depending upon experience)

Work Location: Full-Time onsite (This position may require domestic and international travel)

Work Schedule: 8am-4:30pm five days per week

Introduction:

The Naval War College (NWC), Newport, RI is an Echelon II command responsible to the Chief of Naval Operations and has as its primary mission the education of U.S. military officers, civilians and international officers leading to Joint Professional Military Education Phase I and II certification. The College is also responsible for helping the CNO define the future Navy through its original research, analysis and gaming functions; supporting combat readiness through fleet-related education and initiatives; and strengthening maritime security cooperation through the College's various international regional engagement programs. The Protocol & Events Department is responsible for planning and executing the logistic requirements for distinguished guests visiting the College, all major events/conferences and special events (changes of command, convocations, graduations and award ceremonies) held at the College or hosted by the College off campus.

Essential Functions:

As assigned by, and under the general supervision of the Director, Protocol & Events Department:

1. Major Event Planning and Special Event Coordination (70%)

a. Serves as the event lead for conferences/events/ceremonies as assigned by the director, and provides logistical support to the conference organizer. Advises conference organizer of DoD and DoN policies and guidance that governs DoD-hosted or sponsored conferences/events.

b. Prepares invitational travel orders for NWC-hosted speakers and panelists. Advises cross-organization personnel on DoD and NWC travel-specific requirements for the Defense Travel System (DTS).

c. Creates and produces physical conference materials. This includes but is not limited to development of invitations, agendas, web sites, on line registration pages, programs, biography books, fact and data books, and the assembly and production of other miscellaneous support items required for successful execution of the conference.

d. Determines with the conference organizer and director the logistic requirements and coordinates with NWC departments, outside commands, hotels, and vendors to ensure all conference arrangements/requirements are met. Identifies and solves any planning or execution problems that would prevent successful conduct of an event.

e. Coordinates NWC ceremonies including graduation ceremonies, annual convocation and award ceremonies, and change of command ceremonies. Ensures all program requirements are arranged in accordance with proper Navy and academic procedures and protocol. Arranges for the site location, color guard, the band, chaplain, and support for identified guest speakers. Prepares ceremonial programs, scripts and notices. Briefs NWC participating departments on schedule requirements and coordinates activities between departments.

f. Assists with the Chief of Naval Operations' biennial International Seapower Symposium, providing expertise in hotel operations and visitor support.

g. Provides support for the NWC Evening Lecture Series (ELS). Prepares invitations, coordinates RSVPs and travel and lodging arrangements for guest speakers. Facilitates speaker fees in accordance with program objectives. Ensures NWC facilities are prepared to accommodate guests and attendees.

h. Assists the Protocol Officer of the President, NWC at events held at the President's House (Quarters AA).

2. Admin, Budget and Contract Monitoring (15%)

a. Supports the director in preparing and monitoring budgets for events and visits. Provides cost projections for budget planning to conference hosts. Upon approval, distributes funds as needed. This includes both appropriated funds and those provided by a non-profit organization (Naval War College Foundation) to support the mission of the NWC. Maintains a dialogue with the comptroller, Naval War College Foundation (NWCF) liaison, and conference hosts to keep conference expenses within budget.

b. Assist the department Mission Resource Manger (MRM). Furnish Government requirements for material and service contracts, based on Government needs for events. Provide recommendations on procurement documentation for Government review and approval. Communicate any performance related concerns or contractual questions with the Contracting Officer's Representative (COR).

c. Maintains a unit travel card, ensuring all required records and documentation are created and maintained in accordance with government credit card policy.

3. Facilities and Transportation Support (5%)

a. Supports the Event Planning Specialist in reviewing requests for use of NWC facilities and coordinating with the Government for approval of the requests. At the request of the Event Planning Specialist, coordinates and documents input and recommendations from NWC support departments. Liaises with outside organizations and provides recommendations to the Government for review.

b. Develops detailed transportation requirement documents for submission to NWC Transportation Division. Oversees and troubleshoots all transportation movements during execution of events.

4. Other Duties as Assigned (10%)

Requirements

Required Skillsets:

• Comprehensive knowledge of the wide range of NWC programs, concepts, practices, principles, goals and objectives to ensure visits and conferences are managed consistent with published mission statements and engagement strategies. Thorough knowledge of the Naval War College's mission, organization, functions and personnel.
• Expert time management skills to ensure the simultaneous planning and execution of multiple complex tasks. Poised under pressure, flexible with changing schedules.
• Strong ability to work with others across different units and to bring a team of people together to execute successful events.
• Knowledge of conference and event coordination including logistic and administrative procedures required to host events.
• Knowledge of DoD conference guidance and DoN conference management.
• Skill in applying analytical and evaluative methods to effectively plan, schedule and conduct reviews which result in recommendations and decisions that improve the effectiveness and efficiency of NWC events and conferences. Ability to evaluate past practices and develop new requirements and procedures for future events.
• Excellent interpersonal, verbal and written communication skills to brief senior-level officials, high-ranking military officials, and representatives from the academic community.
• Skill in applying tact and diplomacy and in interfacing with other federal and DoD agencies, foreign navies, and other external government, civic and business agencies to plan and execute all visits, conferences and social events in a manner befitting the reputation of the NWC.
• Analytical and written communication skills to develop reports, summarizing and critiquing programs that result in recommendations and suggestions for improvement of future events.
• Knowledge of principles, methods, practices and techniques of protocol and ability to recognize multi-cultural issues and concerns to accommodate diverse cultural needs.
• Thorough knowledge of pertinent instructions, guidelines, notices and rules related to dignitary visits, military ceremonies, and social engagements for official visitors.
• Knowledge of the Joint Travel Regulation (JTR) and the Defense Travel System (DTS) sufficient to effectively coordinate invitational travel orders and vouchers for conference participants. Ability to interact with others in order to explain provisions associated with entitlements and allowances.
• Ability to maintain internal control procedures to prevent fraud, waste, and abuse and to protect PII in accordance with DoD and DoN policies and instructions.
• Familiarity with the federal budget process and ability to manage for conference budgets. Knowledge of OPNAV and ONR funding procedures and regulations as well as ORF policies and instructions. Familiarity with various types of funds (O&MN, LREC, IMET, and NWCF gift funds) and the rules governing use of each.
• Knowledge of government contract regulations related to conference operations including ability to prepare work statements and supporting documentation and skill in monitoring contracts ensuring timely completion in accordance with the contract.
• Knowledge of the requirements and duties of other departmental/college/base staff including culinary specialists, motor vehicle operators, administrative and clerical staff and external caterers, and ability to provide guidance, instruction and direction to each.
• Knowledge of military rank structure. Skill in establishing and maintaining effective working relationships with others external to and within NWC to coordinate protocol, courtesy, etiquette and hospitality matters.

Required Guidelines:

• Guidelines consist of DoD and DoN general administrative instructions, command policies, and directives which provide policy and procedures governing conference organization and execution. These guidelines have limited application to many of the problems or situations experienced by the incumbent during the planning and execution of the event. Where guidelines are not available, incumbent researches available methods, develops procedural plans, and recommends best course of action for resolving the issue. The incumbent is required to use considerable resourcefulness, initiative, judgment and discretion based on experience or research to develop new approaches and methods appropriate to specific situations. With approval from the director, the incumbent may refine or develop material to supplement and explain specific guidelines. Guidelines also consist of unwritten policies, precedents, and practices that are not specific to work assignments. Methods of solving unusual problems are developed mainly through the incumbent's initiative.

ADDITIONAL REQUIRED SKILLSETS AND ADDITIONAL INFORMATION:

• Assignments are often worked in succession, with each event having its own distinct challenges. Each conference, event, and visit requires different procedures and methods. Assignments require a high degree of judgment and initiative in planning and execution. Events may be sponsored by other commands including the Office of the Secretary of the Navy or the Chief of Naval Operations. These events range in size from 70-700 national and international attendees. The incumbent must assess the protocol and cultural requirements of attendees and, in consultation with the department director and event planning specialist, develop detailed logistical plans and objectives for conferences. Assignments involve establishing and maintaining working relationships with individuals worldwide. Recommendations will require considerable judgment, reference to past practice and conformance to policy and regulations. The work involves continual appraisal and analysis of command activities, including assessing potential benefits and/or reactions to planned events. The incumbent must establish recommended plans of action, and ensure that the logistic aspects of assigned official visits and events are conducted in a manner befitting the NWC and the DoD.
• The purpose of the work is to plan, design, execute and evaluate NWC conferences and events. The incumbent's advice and guidance affect the successful execution of assigned conference and/or event. Work output affects agency performance and has a direct link to accomplishment of agency stated goals and objectives, and has the potential to cause embarrassment to the United States, Navy, and NWC if poorly executed.
• The incumbent works directly with NWC faculty on a regular recurring basis. There is frequent contact with high-ranking U.S. and International military and civilian officials, which include but are not limited to representatives of Combatant Commands, Service Chiefs or government agencies, senior foreign military, foreign embassy and state department representatives, federal and state government officials, CEOs, and representatives of academia. These high-level contacts require tact and diplomacy in the conduct and deportment of the incumbent. Collectively, the impressions of these individuals directly impact upon the success of the NWC in the execution of its mission.
• The purpose of the contacts is to acquire and exchange information; negotiate; resolve conflicts; and provide direction, advice and consultation. Incumbent must encourage cooperation and understanding by all individuals involved in conference planning and execution.
• Work is split between sedentary and active. Occasional site visits to both indoor and outdoor settings are required. Some physical exertion is required which includes long periods of standing and walking as well as lifting moderately heavy items.
• The work involves normal risks or discomforts associated with an office environment. The work area is usually adequately lighted, heated and ventilated.

DESIRED SUPERVISORY SKILLSET:

• The incumbent reports to the Director, Protocol & Events Department. Events/ceremonies are assigned by the director with input from the event planning specialist. Work is assessed based on timeliness, feasibility and the effectiveness in meeting stated objectives and advancing NWC mission objectives. The incumbent is responsible for planning, coordinating, and executing all elements of assigned conferences, workshops, ceremonies, and events, interpreting procedures and regulations in conformance with established mission objectives. The incumbent is expected to oversee the general operation of the assigned event and devise procedures, priorities and courses of action. The incumbent keeps the department director and event planning specialist informed of progress or status of work, potentially controversial matters, and any conflicts that arise.

Security Clearance:

• Must be eligible to obtain a secret clearance. Requirements to obtain a clearance include US Citizenship, security investigation, etc.

Education:

• HS diploma or GED required

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Short Term & Long Term Disability
• Training & Development
• Wellness Resources
• Stock Option Benefit