Special Events Coordinator

Clarification from the agency

This announcement is open to current National Gallery of Art employees.

Facilities Management (AFM) is responsible for managing the East and West building and the Sculpture Garden of the National Gallery of Art (the Gallery) on the National Mall.  These facilities are considered national historic landmarks.  Facilities Management (AFM) is responsible for managing these buildings and the land on which they sit.  This Facilities Services (AFM-FS) position coordinates events held on and near Gallery property. 

Duties for this position include.

• Working a highly varied schedule, involving early mornings, late nights and occasional long days.  Developing estimates of manpower required to set-up and break down special events, distinguishing between regular hours and overtime.  During lull periods, organizes and leads teams to clean up mechanical equipment rooms and storage areas. Helping in the setup and breakdown of tables, chairs and movable partitions.      
• Working closely with the Special Events Office (DD-SE) and all other departments to ensure that the Gallery is properly arranged for special events.  Participating in special events by dressing for the occasion in formal attire or business wear and is present to help resolve any problems that arise.  Conducting special event walkthrough inspections to ensure efficient conduct of the event.    
• Overseeing the Gallery's campus-wide events calendar, ensuring strategic alignment of scheduled activities and timely submission of event requests, while maintaining flexibility to accommodate high-priority, last-minute additions.      
• Serving as the primary liaison and strategic communication point between AFM-FS and DD-SE leadership and external stakeholders to ensure accurate information flow, alignment of expectations and successful execution of high-visibility events.
• Serving as a contracting officer's representative (COR).  Providing oversight of contractors, contract performance and approval of progress payments.  Reviewing and providing recommendations for contractor schedules and problems that have arisen.                                                                                                                                   

Conditions of employment

• You must be a United States Citizen.
• This employer participates in the e-Verify program.
• Males born after 12-31-59 must be registered for Selective Service
• See "Other Information" section regarding Selective Service requirements.
• Suitable for Federal employment, determined by a background investigation
• May be required to successfully complete a probationary period

Qualification requirements must be met by the closing date of the announcement.  For information on qualification requirements, see Qualification Standards Handbook for General Schedule Positions viewable on OPM Website.  It is your responsibility to ensure that you submit appropriate documentation prior to the closing date.  Your resume serves as the basis for qualification determinations and must highlight your most relevant and significant experience as it relates to this job announcement.  Be clear and specific when describing your work history since human resources cannot make assumptions regarding your experience.

Qualifications

Specialized Experience Statement:  Candidates must possess at least one year of specialized experience, equivalent in responsibility to the GS-12 level in the Federal service or private sector: experience in overseeing the planning, organizing, staffing, directing and management of special event activities; experience preparing lists of staff assignments and monitoring the activities of full-time equivalent and contract workforce; and experience coordinating with outside contractors by providing detailed advance information.

OPM Qualifications Standard:

Individual Occupational Requirements: Miscellaneous Administration and Program Series 0301

Associated Group standard:  Group Coverage Qualification Standard for Administrative and Management Positions

Merit promotion applicants must meet the time-in-grade requirement as defined in 5 CFR 300, Subpart F.  One year at the GS-12 level is required to meet the time-in-grade requirements for the GS-13 level. 

You must meet all qualification and eligibility requirements by the closing date of this announcement.

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.

Note: Applicants who are referred to the hiring office for selection consideration may be required to submit writing and/or work samples as part of the interview/selection process. If the hiring office decides to request a writing and/or work sample as part of its selection process, the vacancy contact will reach out to you by email to: (1) inform you of this requirement; and (2) provide further instructions.

How you will be evaluated

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

You will be evaluated based on how well you meet the qualifications listed in this vacancy announcement.  Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses to the application questionnaire, and your responses to all assessments required for this position.  You will be assessed on the following competencies (knowledge, skills, abilities, and other characteristics): 

• Skill in encouraging and facilitating cooperation, pride, trust, and group identity; fosters commitment and team spirit; working with others to achieve goals.
• Skill in coordinating across multiple disciplines in order to coordinate special events. 
• Knowledge of planning, coordination, and execution of business functions, resource allocation, and production. 
• Skill in serving as the main communication point for special events. 
• Knowledge of various types of contracts, techniques, or requirements (for example, Federal Acquisitions Regulations) for contracting or procurement, and contract negotiation and administration.

All qualified non-competitive applicants and all qualified Merit applicants will be referred to the hiring manager for consideration.

Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration.  Cheating on an assessment may also result in your removal from consideration.

The National Gallery of Art uses an application tracking system to evaluate the responses you provide in the applicant assessment questionnaire to determine if you meet the minimum qualification requirements of this position.  Then, the HR Office and/or Subject Matter Expert (SME) will conduct a quality review of your application and supporting documentation to determine if your qualifications meet the criteria for referral to the selecting official.

• Your resume should include relevant work experience, applicable education and your contact information. For current or previous federal employees, include the pay plan, series and grade.
• Your SF-50 shows a federal position you've held, grade level and duty location. Your SF-50 can support position changes, conversions or separation for employment eligibility.

To apply for this position, you must provide a complete Application Package which includes:

1. Your Resume (no more than 2 pages) showing the applicant's name, email address, work schedule, hours worked per week, dates of employment, and duties performed to include pay plan, series, and grade level for relevant federal experience. Your resume must show complete information for each job entry to support minimum qualifications.

• Do not include the following types of information in your resume:
  • Classified or government sensitive information
  • Social Security Number (SSN)
  • Photos of yourself
  • Personal information, such as age, gender, religious affiliation, etc.
  • Encrypted and digitally signed documents

2. Other supporting documents:
   • Cover Letter, optional
   • Most recent Performance Appraisal, optional
   • SF-50 Your most recent Promotion, Within Grade Increase (WRI/WGI), or Appointment/Conversion SF-50 - Notification of Personnel Action showing you are/were in the competitive service and the highest grade or promotion potential held.
   • Veterans Employment Opportunity Act, Veterans Recruitment Appointment, and 30% Disabled Veteran Eligible: DD-214, SF-15 Form and VA letter, or certification of expected discharge or release from active duty under honorable conditions within 120 days.
   • Schedule A, Persons with Disabilities Appointment Eligibles: Schedule A letter from a physician, local, state, or federal rehabilitation office citing your eligibility under 5 CFR 213.3102 (u).
   • Certain Military Spouses Eligible under E.O. 13832: Permanent Change of Station (PCS) orders; OR verification of the member's 100% disability (VA Letter); and/or verification of the member's death while on active duty (DD-1300 and Death Certificate) AND verification of the marriage to the service member (i.e., a marriage license or other legal documentation verifying marriage).

Failure to submit any of the above-mentioned required documents may result in loss of consideration due to an incomplete application package.  It is your responsibility to ensure all required documents have been submitted.

Next steps