Simulation Event Coordinator

RWD Consulting•Bethesda, MD

5d•Onsite

About The Position

The Simulation Event Coordinator will be responsible for planning and coordinating a variety of educational activities, seminars, meetings, conferences, vendor events, tours, and research symposia for the Department of Simulation and the National Capital Region Simulation Consortium. This role involves arranging facilities, coordinating personnel participation, and managing services for dignitaries. The position also includes assisting with the scheduling of simulation training rooms, adhering to business processes, reviewing event requirements, resolving scheduling conflicts, and assisting in establishing procedures for high-level visitors. The coordinator will serve as a point of contact for planned visitors, manage testing appointment schedules, and develop/implement programs aligned with organizational goals. Familiarity with military and hospital settings is expected.

Requirements

Bachelor’s degree in Administration or Event Planning/Coordination.
Minimum (5) years’ professional experience as an events coordinator or 5 years professional experience as an executive assistant.
Shall be able to read, write, speak, and understand English.
Be a U.S Citizen.

Nice To Haves

Familiar with standard concepts, practices, and procedures within the military and hospital setting.
Relies on limited experience and judgment to plan and accomplish goals.

Responsibilities

Plans and coordinates 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 Office, as necessary.
Provides attendance rosters, information data sheets or informational briefings to keep Services Chiefs and Medical Director(s) up to date.
Assists with the scheduling of simulation training rooms both within the Department of Simulation, hospital, and affiliated sites through collaborative 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 visits, conferences, seminars, or meetings including transportation, lodging, catering, and interpretation/translation requirements.
Coordinates administrative matters such as ensuring event organizer obtains security clearances, base access, protocol considerations, provisions of escort as required.
Assists in establishing procedures for the effective handling of high-level military, civilian dignitaries, and other officials visiting.
Serves 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 Contractor, Service Chiefs, and Department Chiefs, Staff Officers, the Public Affairs Officer, representatives from key areas internal and external organizations and other key personnel.
Makes recommendations for resolution of problems and works out solution with other participants.
Keeps Contractor, Service Chiefs, and Department Leadership informed of status of official visitors and arrangements in progress and any changes that would affect visitor(s) control or event execution.
Manages testing appointment schedule for all formal testing processes to include Fundamentals of Endoscopic Surgery Testing and Fundamentals of Laparoscopic Surgery Testing.
Develops and implements programs that align with the organization's mission and support the organization's goals.
Responsible for special events that publicize the organization and its programs to the community.
Performs a variety of challenging tasks.