Address
Form of work
SalaryJob ID:
13372
Location:
Newport News, VA
Category:
Public Relations
Division:
COO
Position Type:
Regular
Education:
Associates Degree
Experience Required:
5+ years
Relocation Provided:
No
Position Description
Come join our team at Jefferson Lab, where great minds matter
Posting Date: 03/19/24
Salary Range: $56,100 - $90,300 (SA I)
Work Type: Flexible On-site (Working more than 60% on-site)
What your job will be like:
The Communications Department of Jefferson Lab oversees a wide range of communications activities, including events and meetings. The Meeting Services Coordinator will work with scientists, administrators, engineers, and writers from all over the world on a day-to-day basis. Responsible for a wide range of activities in both the planning and the servicing of meetings and events including day events, workshops, meetings, and smaller conferences held on-site, in addition to supporting the Specialist and Manager with larger events and conferences. Communicate effectively with Administrative Support, various supporting departments and internal customers to take the details provided by the Event Chair/Host to execute the meeting and ensure a flawless ROI. Come join Jefferson Lab as we grow into a multi-purpose lab here in Newport News!
In this role you will:
Act as Event Coordinator and planner as assigned for specific meetings and events including one-day events and smaller workshops and conferences held on-site. Hold kick-off planning meetings to discuss specific needs, timelines, and review of the Event Submission Form. Act as lead planner and coordinator for all aspects of the program. Follow up with audit-proof materials in the Event Submission Form and send out a survey for event
feedback.
As lead planner for specific events and programs relay pertinent information to specific departments, program attendees, vendors, and other Event Services staff in a timely manner. Act as the go-between between the event chair/host and the involved departments and representatives in the logistics planning and implementation.
Responsible for ensuring rooms are set correctly for meetings and events as discussed with the planner by processing work orders for movements and room set changes. Check meeting rooms prior to the start of the meetings to ensure the internal client's expectations have been met. Upload digital signage prior to events start.
Support Event Services Meeting Specialist and/or Manager during larger conferences and workshops to include registration of visitors, payment collection, organization of conference handout materials, and taking meeting minutes regarding event discussions.
Review Event Services Forms upon submittal and give first approval. Review for appropriate space blockage, financial information, audio-visual and catering needs, and that all information is filled in. Contact Chair or Host for any issues or missing information and involve Event Services team as appropriate.
Train the Administrative Support team and/or chairperson on educating them on the VTC platforms and process; assisting with the selection of the correct platform and the execution from start to finish; plan mandatory training/rehearsals for virtual events and testing network, upload speed, sound quality and content; work as a moderator during the high stakes meeting to ensure the success of the event.
Qualifications We Require:
Bachelor's degree in Business, Event Management, or Liberal Arts or Associate's degree with 5 or more years of experience in events or meeting planning.
2 years of related experience
Knowledge, Skills and Abilities
Proficiency with Microsoft Word, Outlook, Excel, PowerPoint and other Microsoft office products
Excellent organizing skills
Must be a team player, contributing ideas in large group meetings and possessing superior and persuasive
communication skills
About Jefferson Lab
Join a community with a common purpose of solving the most challenging scientific and engineering problems of our time. The Jefferson Lab campus is located in southeastern Virginia amidst a vibrant and growing technology community.
A career at Jefferson Lab is more than a job. You will be part of “big science” and work alongside top scientists and engineers from around the world unlocking the secrets of our visible universe. Managed by Jefferson Science Associates, LLC; Thomas Jefferson National Accelerator Facility is entering an exciting period of mission growth and is seeking new team members ready to apply their skills and passion to have an impact. You could call it work, or you could call it a mission. We call it a challenge. We do things that will change the world.
Total Rewards at Jefferson Lab
At Jefferson Lab, we believe that a comprehensive employee benefits program is an important and meaningful part of the compensation employees receive. Our benefits program includes, but is not limited to:
Medical, Dental, and Vision Care Plans
Flexible Spending Accounts
Paid Time-off and Leave Programs (vacation, holidays, sick leave)
401(k) Plan – 9% Lab Contribution; 100% vested
Flexible Work Arrangements (Hybrid & Alternate Work Schedules available)
Tuition Assistance, Training and Professional Development Programs
Live near the waterways of the Chesapeake Bay region with access to nearby beaches, mountains, and all major metropolitan centers on the East Coast
Jefferson Science Associates, LLC (JSA) manages and operates the Thomas Jefferson National Accelerator Facility (Jefferson Lab). JSA is an Equal Opportunity Employer and does not discriminate in hiring or employment on the basis of race, color, religion, ethnicity, sex, sexual orientation, gender identity, national origin, ancestry, age, disability, or veteran status or on any other basis prohibited by federal, state, or local law. As part of the JSA’s equal employment opportunity policy, we also take affirmative action as called for by applicable laws and Executive Orders to ensure that minority group individuals, females, disabled veterans, recently separated veterans, other protected veterans, Armed Forces, and qualified disabled persons are introduced into our workforce and considered for promotional opportunities.
JSA is committed to providing reasonable accommodations for persons with disabilities (unless doing so will result in an undue hardship). If you need a reasonable accommodation for any part of the employment process, please send an e-mail to recruiting @ jlab.org or call (757) 269-7100 to provide the nature of your request. Reasonable accommodations are considered on a case-by-case basis.
Employment with JSA is conditional upon DOE approval if at any time during your employment you are participating in a Foreign Government Talent Recruitment Program or Affiliated activity. Generally, such programs/activities include any foreign-state-sponsored attempt to acquire U.S.-funded scientific research through programs run or funded by the government that target scientists, engineers, students, academics, researchers, and entrepreneurs of all nationalities working or educated in the United States. This includes positions or appointments, both domestic and foreign, titled academic, professional, or institutional appointments whether or not remuneration is received and whether full-time, part-time or voluntary.
