Posting 24-56

AREA OF CONSIDERATION: This position is open to all eligible candidates.

INTRODUCTION:
The Smithsonian Astrophysical Observatory (SAO) is at the forefront, internationally, of the scientific exploration of the universe. SAO combines its resources with those of the Harvard College Observatory to form the Harvard-Smithsonian Center for Astrophysics (CfA). The CfA is the best-known astrophysics center in the world. Its programs range from ground-based astronomy and astrophysics research to space-based research, the engineering and development of major scientific instrumentation for space launch and use in large ground-based facilities, and research designed to improve science education. The research objectives of SAO are carried out primarily with the support of Government and Smithsonian Institution funds, with additional philanthropic support.  Government funds are in the form of Federal appropriations or the form of contracts and grants from other agencies. In contrast, Institution funds are available to SAO through grants from the Institution's Restricted Funds, Special Purpose Funds, Bureau Activities, Business Activities, and non-Federal contracts and grants. 

SUMMARY:
The Smithsonian Astrophysical Observatory (SAO) is seeking an experienced and dynamic Events Coordinator to join the Advancement Office team. The Events Coordinator will play a key role in enhancing the SAO's visibility and impact through the effective management of internal and external events. The ideal candidate will possess exceptional organizational and logistical skills, strong communication abilities, and a passion for science, including astronomy and astrophysics.

MAJOR DUTIES:

• Plan, coordinate, and execute various internal and external events, including meetings, conferences, workshops, lectures, press releases, visits by key partners, dignitaries, and/or delegations, internal engagement and team-building events, and donor relations and outreach events.
• Work with internal departments and external groups to ensure seamless event briefing and logistics, including but not limited to the venue and other vendor selections, catering, audiovisual, transportation, accommodations, registration, and communications.
• Serve as a liaison between SAO leadership and internal and external stakeholders and attendees, including SAO staff, other Smithsonian Institution offices and units, scientific institutions and government agencies, sponsors, and community organizations.  Provides efficient and effective communication between SAO and these groups.
• Develops and manages event budgets, tracks expenses, and provides regular financial updates.
• Coordinate event promotion, including invitation design and distribution, press releases, and social media content, as well as follow-up with attendees.
• Evaluate event success and provide post-event analysis, including but not limited to participation and engagement reports identifying opportunities for improvement and growth.

QUALIFICATIONS: 

• Extensive experience organizing and managing large-scale and/or multiple events and visits. Strong communication and interpersonal skills to effectively manage multiple competing priorities, meet tight deadlines, and ensure smooth logistics.
• Experience in partnership management, as evidenced by the ability to work collaboratively,  establishing and maintaining positive relationships with various external stakeholders.
• Knowledge and understanding of how to engage diverse audiences, ranging from historically under-represented groups to VIP leadership.
• Proficient in financial management and budgeting to develop and track event budgets.
• Knowledge of and skill in techniques of modern electronic communication and software systems, including event registration processes and data collection.
• Knowledge in event evaluation methodologies, data analysis techniques, and industry benchmarks.

APPLICATION PROCEDURE:  Please use the following link to visit Smithsonian's Career Page:  Smithsonian Institution Job Opportunities Site

The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact the Human Resources Specialist listed. Determinations on requests for reasonable accommodation will be made on a case-by-case basis

Conditions of Employment

• Pass Pre-employment Background Check and Subsequent Background Investigation, as required.
• Complete a Probationary Period if applicable. 
• Maintain a Bank Account for Direct Deposit/Electronic Transfer.
• The position is open to all candidates eligible to work in the United States.  Proof of eligibility to work in U.S. is not required to apply.

• Applicants must meet all qualification and eligibility requirements within 30 days of the closing date of this announcement. 

  * The incumbent is expected to be available to periodically work late at night and on weekends and to travel as required for events management.

The Smithsonian Astrophysical Observatory is an equal opportunity employer committed to diversity in our workplace.

Visit the SAO website at http://www.cfa.harvard.edu/

The Smithsonian Institution is an Equal Opportunity Employer. We believe that a workforce comprising a variety of educational, cultural, and experiential backgrounds supports and enhances our daily work life and contributes to the richness of our exhibitions and programs. For more information on the Smithsonian EEO program please see www.si.edu/oeema.