Summary
The Special Events Coordinator supports the Architect of the Capitol, Senate Office Buildings (SOB) by planning and coordinating special events and daily room setups. The incumbent serves as a liaison between event sponsors, Senate staff, vendors, and AOC teams to ensure events are executed safely, efficiently, and in compliance with AOC policies. Duties include coordinating room layouts, managing event logistics, and maintaining reservation systems to deliver seamless, high quality events.
Duties
As a Special Events Coordinator, you will:
• Receive and process event requests via the Rules Reservation System, showcasing SOB spaces, services, and offerings (including audiovisual and catering).
• Act as the primary liaison between event sponsors, Senatorial staff, vendors, and AOC teams, ensuring clear communication on event requirements and changes.
• Advise and enforce AOC and SOB event policies and make recommendations on operational improvements.
• Schedule, design, and coordinate room setups and layouts, including seating arrangements and audiovisual requirements.
• Maintain a master calendar of events and conduct on-site visual inspections and spot checks to ensure operational requirements are met.
• Confirm room setups meet sponsor requests and AOC policy requirements, including tables, chairs, AV equipment, teleconferencing tools, and listening devices.
• Collect and analyze special event data, including space usage, client demographics, and trend analysis to enhance operational efficiency and client experience.
• Utilize digital platforms (e.g., Rules Reservation System, WebTMA) to manage reservations, log work orders, create diagrams, and generate performance reports.
• Conduct process reviews with the Events Manager to refine practices, implement operational improvements, and develop contingency plans for emergencies.
• Communicate concerns regarding event rule violations to the Special Events Manager for escalation to the Senate Committee on Rules and Administration.
• Follow all OSHA and AOC safety regulations, utilize PPE, and take corrective action on unsafe conditions.
Requirements
Conditions of Employment
- You must be a U.S. Citizen.
- You must be able to pass a drug test.
- Your resume and question responses must demonstrate the job-related KSAs.
- You must meet the definition of specialized experience.
- A citizen of the United States;
- A person who is lawfully admitted for permanent residence and is seeking citizenship as outlined in 8 U.S.C. 1324b(a)(3)(B);
- A person who is admitted as a refugee under 8 U.S.C. 1157 or is granted asylum under 8 U.S.C. 1158 and has filed a declaration of intention to become a lawful permanent resident and then a citizen when eligible;
- A person who owes allegiance to the United States (nationals of American Samoa, Swains Island, and the Northern Mariana Islands, and nationals who meet other requirements described in 8 U.S.C. 1408); or
- You must be able to pass a drug test and background check.
- Your resume and question responses must demonstrate the job-related KSAs.
- You must meet the definition of specialized experience.
Qualifications
You must meet the United States Office of Personnel Management's (OPM) qualification requirements (including specialized experience and/or educational requirements) for the advertised position. You must meet all eligibility and qualifications requirements by the closing date of the job announcement. Additional information on the qualification requirements is outlined in the OPM Qualifications Standards Handbook of General Schedule Positions. It is available for your review on the OPM web site at http://www.opm.gov/qualifications.
Specialized experience is experience that has equipped you with the particular knowledge, skills and abilities to perform successfully the duties of the position, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level.
Candidates for the GS-08 grade level must have at least 52 weeks of specialized experience equivalent to the GS-07 grade level in the Federal service.
Specialized experience for this position includes:
- Assisting in planning or coordinating events, meetings, or room setups.
- Coordinating logistics such as space usage, seating layouts, or audiovisual needs.
- Communicating with multiple stakeholders to ensure event readiness.
-OR-
2 full years of graduate level education directly related to event management, hospitality, communications, or business.
-OR-
A combination of education and experience.
Candidates for the GS-09 grade level must have at least 52 weeks of specialized experience equivalent to the GS-08 grade level in the Federal service.
Specialized experience for this position includes:
- Independently planning and coordinating special events or meetings.
- Designing room layouts, managing event schedules, and coordinating vendor services.
- Collecting and analyzing event data to inform operational improvements.
- Serving as a liaison between internal teams and external stakeholders for event execution.
-OR-
Master’s degree or equivalent graduate degree in a related field.
-OR-
A combination of education and experience.
Benefits
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
A variety of health insurance plans; retirement system with investment options; paid holidays; paid sick and annual (vacation) leave; life insurance; incentive systems; subsidized transportation; training and development opportunities, etc.
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
Review your resume and responses carefully. Your eligibility for consideration and qualifications for the position will be determined based upon a review of your detailed resume and your responses to job specific self-assessment questions.
Your resume will be evaluated based on evidence of your ability to demonstrate the knowledge, skills, and abilities (KSAs) for this position, possession of any specialized experience, and how well your background and experience relates to the self-assessment questions in the job announcement. The self-assessment questions relate to the following knowledge, skills, abilities, and competencies:
- Knowledge of special event planning, room setup, and audiovisual coordination.
- Skill in communicating with internal and external stakeholders to ensure smooth event execution.
- Ability to analyze operational data and recommend improvements.
- Knowledge of safety regulations, SOPs, and emergency procedures for event operations.
- Ability to use digital reservation and facility management systems.
Your responses to the self-assessment questions serve as the basis for your initial rating. You will receive a numerical score based on your responses to these questions. Next, your responses will be evaluated by a Human Resources Specialist and/or a subject matter expert against the information provided in your resume and optional cover letter. Your resume must support your answers to the self-assessment questions. Falsifying your background, education and/or experience is cause for non-selection or disqualification from further consideration.
Please note that a complete application is required for consideration. (Please review the “Required Documents” section of this job announcement to see what must be included in a complete application).
You may preview questions for this vacancy.
Required Documents
The Architect of the Capitol's (AOC) job application process is designed to ensure you only provide information necessary to evaluate your qualifications and eligibility for the position vacancy.
To apply for this position, you only need to submit: a) your resume and b) answers to the online vacancy assessment questionnaire. The online questionnaire contains eligibility and screening questions and other relevant information. No additional documentation or attachments are required at the time of application.
Your resume should list your education, training and work experience including job titles, employment dates, duties and accomplishments.
Nothing further is required until it is requested by AOC’s Human Capital Management Division. If additional documentation is required for the position, you will be asked to provide it during the interview or selection process. At that time, you may be asked to submit documentation to support statements made in your resume.
For example, you may be asked to provide a copy of your diploma, college transcripts, or proof of Federal employment status. If the position requires licensure or certification, you will be asked to provide proof at the time of selection.
If Veterans’ preference is claimed, you will be asked to submit proof (DD-214, and, if claiming a 10-point preference, a SF-15 and the proof required by that form).
Failure to provide the required documents will end further consideration and/or result in the withdrawal of any tentative job offers.
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from
schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
How to Apply
You MUST apply online. FORMS RECEIVED BY FAX, EMAIL OR U.S. POSTAL SERVICE DELIVERY WILL NOT BE ACCEPTED.
If you are a new user to the USAJOBS Site and have never registered for an account; you will first need to create an account profile with your basic contact information and a resume to begin applying. You must be a registered USAJOBS user AND you must be signed-in to your account in order to apply for this position. For help with setting up an account or for general assistance in using USAJOBS, go to USAJOBS Help Page.
NEED HELP?
If you experience any difficulties with the application site, help is available! If you have problems completing your on-line application, contact the Monster Hiring Management Help Desk at 1-866-656-6831 or by e-mail at MGSHELP@monster.com. The help desk is available Monday - Friday 7:00 a.m. to 7:00 p.m. Eastern Time. You may call and leave a voice mail message at all other times.
All required supporting documents will be collected electronically via the USAJOBS “Saved Documents” feature.
If you are unable to apply on-line, you may visit our Employment Center for technical assistance in entering your application. The Employment Center is located at 441 Second & D Streets S.W., Washington, D.C., Room H2-178, and is open Monday through Friday from 8:00 a.m. to 4:00 p.m. You may call (202) 226-7000 for directions.
Next steps
You will receive a notice generated by the USAJOBS System when you have successfully submitted your application. We will review your application and transcript(s) (if you are qualifying based on education) to ensure you meet the basic qualification requirements.
You can check the status of your application by logging into http://www.usajobs.gov. You may also sign up to receive automatic emails anytime the status of your application has changed by logging into your USAJOBS Account, editing your profile and changing the ‘Notification Settings’ to indicate that you want to be notified by email when the status changes. Information regarding the status of your application should be updated in the system within two (2) weeks after the closing date of this job announcement.