Event Coordinator

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Overview of Position:

Responsible for planning and coordinating educational activities, seminars, meetings, conferences, vendor events, tours, and research symposia for the Department of Simulation and the National capital Region Simulation Consortium. Arranges use of facilities, coordinates participation of personnel and provides for the services for dignitaries and coordination through the Public Affairs Offices as necessary.

Essential Roles and Responsibilities:

  • Provides attendance rosters, information data sheets or informational briefings to keep Services Chiefs and Medical Director(s) up to date
  • Assists with scheduling of simulation training rooms both within the Department of Simulation, hospital, and affiliated sites through collaborating efforts across the National Capital Region Simulation Consortium
  • Adheres to the business processes of the National Capital region Simulation Consortium and the specific processes of its individual centers
  • Reviews requirements and makes recommendations for planning for proposed event arrangements
  • Resolves scheduling conflicts, and provides recommendations on the various aspects associated with visit, conferences, seminars or meetings including transportation, lodging, catering, and interpretation/translation requirements
  • Coordinates administrative matters such as ensuing event organizer obtains security clearances, base access, protocol considerations, provisions of escort as required
  • Assists in establishing procedures for the effective handling of hi-level military, civilian dignitaries, and other officials visiting the National Capital Region
  • Coordinates closely with the installation’s Protocol Office and Public Affairs Office when receiving visits from high level dignitaries
  • Serve as point of contact for planned visitors
  • Maintains regulations, directives and pertinent information on visitor(s) protocol, to include local requirements and guidance
  • Coordinates efforts with immediate Supervisor, Service Chiefs, and Department Chiefs, Staff Officers, the Public Affairs Officer, representative from key areas internal and external organizations and other key personnel
  • Makes recommendation for resolution of problems and works out solutions with other participants
  • Keeps supervisors, Service Chiefs, and Department Leadership informed of status of official visitors, and arrangements in progress any changes that would affect visitor(s) control or event execution
  • Manages testing appointment schedule for all formal resting process to include Fundamentals of Endoscopic Surgery Tsing and Fundaments of Laparoscopic Surgery Testing

Required Skills:

  • Familiar with standard concepts, practices, and procedures within the military and hospital setting
  • Ability to effectively prioritize and execute tasks conforming to shifting priorities, demands and timelines
  • Strong analytical and problem-solving skills
  • Excellent follow-up, time management and organization skills
  • Strong editing, written and oral communication skills
  • Strong interpersonal skills
  • Strong budgetary and cost control skills
  • Ability to coordinate several projects simultaneously
  • Ability to elicit cooperation from a wide variety of sources, including management, clients, other departments and vendors
  • Ability to work directly with clients in a responsible, appropriate and service oriented way
  • Proactive technical troubleshooting and problem solving skills
  • Adept at conducting research into project-related issues
  • Proficiency in the Microsoft Office Suite (i.e. Word, Excel, Outlook), InDesign and Adobe products
  • Excellent teamwork skills, flexibility, and ability to handle multiple tasks

Experience:

  • 2-5 years of professional experience as an events coordinator or 2-5 years professional experierice as an executive assistant

Education:

  • Associates or Bachelor’s degree in Administration or Event Planning/Coordination

Location: Gaithersburg, MD