Meeting Coordinator

Job opening ID

Posting title
Meeting Coordinator

Roles and responsibilities
Must be a US Citizen or Green Card Holder
Some travel may be required
Offer contingent on ability to successfully pass a background check and drug screen   

Columbus Technologies and Services Inc. is a strategic supplier and business partner to the federal government and its key suppliers. Through our partnership with the National Institutes of Health, Columbus offers administrative, IT, engineering, scientific, and healthcare professionals the opportunity to work with one of the most prestigious research organizations in the world. We are currently seeking Meeting Coordinator to work onsite with the National Institutes of Health in Rockville, MD.

This is a long-term position which offers:
- Competitive salary
- Tremendous growth opportunity
- Opportunity to work at NIH, the world's foremost medical research center
- Learn more about what Columbus can do for you at

Job Description:
The contractor shall:
• Plan and coordinate major  and large scale meetings, conferences, teleconferences and other similar NCI events including major NCI wide campaigns and engagement activities such as Fed Feed Families, Combined Federal Campaign (CFC), NCI All Hands or Town Hall Meetings, NCI Director’s Awards, biannual NCI Blood Drives, Take Your Child to Work Day, NIH Science Day, USA Science and Engineering Festival, and ad hoc special celebrations (swearing-in ceremony, memorials, portrait unveilings, etc.), and other meetings/events as assigned.
• Manage all facets of meeting planning and campaign development along with related internal communications elements.
• Maintain up-to-date information on government regulations regarding light refreshments, meals and requirements to book non-NIH conference facilities; consult with other NCI offices on events logistics and food regulations; ensure that all events meet these requirements.
• Prepare project plans for each meeting/conference/event, including communications/promotions requirements, time line and all associated tasks; submit project plan to OPA point of contact (POC) for approval.
• Lead team to coordinate meeting logistics.
• Following current NIH/NCI requirements and guidelines, select potential venues for PO/POC review and approval.  If a non-government venue is required, prepare selection information according to current Federal government procurement policies and procedures and deliver this information to the PO/POC.
• Once approved, reserve venue, design and set up location, organize web casting, recording, audio/visual requirements, photography, sign language interpreters, security, catering, shuttle services, parking and all other logistics necessary for the venue or scope of event.
• Assist with writing, design and printing, packets, and other meeting presentations.
• Compile handouts and disseminate promotional materials (e.g., flyers, emails, posters), invitations, tent cards and name badges. All products must be approved by the POC before production and government procurement policies and procedures must be adhered to.
• Coordinate RSVPs and the staff welcome booth/table.
• Coordinate travel arrangements for sponsored participants.
• Maintain Standard Operating Procedures (SOPs) for planning meetings, events and campaigns; submit changes for approval and update as necessary.
• Develop, foster and maintain relationships with staff and outside sector constituent groups to ensure OCPL needs are met, clients are satisfied, and collaborations are effective.
• Draft and submit reports to the PO/POC for:
o previous month’s events
o plans for upcoming month’s events.
• Assist in preparation of contract negotiations for meeting site, food vendors, and other services.
• Ensure that Purchase Requests related to events are detailed, routed and authorized according to current Federal, NIH and NCI policies and procedures and produced according to required timeframes.
• Develop and collect data for meeting evaluations, ensuring OMB regulations are met.
• Attend all planned events to provide trouble shooting and routine support.
• Attend NCI and OCPL lectures, seminars, and meetings as requested.
• Assist POC and other staff to resolve problems due to the implementation of new policies and changes in organizational practices and policies related to event planning and production; develop methodologies to implement effective change management related to such changes.
• With guidance of the POC, seek new opportunities to expand event planning services within NCI; assist with any outreach programs for these services.
• Determine needs and make recommendations to the POC regarding relevance and resource allocation for any new projects developed through such expansion.
• Provide broad project support for all areas in the Internal Communications Branch and as re-quested for OCPL:
• Produce plans, task lists, timelines and final reports as requested for the various areas of the Internal Communications Branch, including:
o myNCI Intranet site and NCI Weekly Digest newsletter
o Digital signage
o NCI Communications Connector newsletter
• As requested, organize meetings with OCPL and NCI staff related to various internal communications efforts, including soliciting agenda items, distributing agenda to participants, taking notes and distributing notes to participants.
• Assist with cross-NCI special events and campaigns, as needed, throughout the year, including support for materials development, promotion, logistics, and communication to NCI staff.

Required Skills:
• Must be a US Citizen or Green Card Holder
• Offer contingent on ability to successfully pass a background check and drug screen
• Bachelor’s degree in a related field. Four (4) years of specialized experience plus a High School diploma is equivalent to a BA/BS degree.
• Minimum of seven (7) years of experience in a related field.
• Experience in planning and supporting the event planning/execution and administrative needs of a large organization, preferably within the federal government or cancer center.
• Project management skills and ability to set priorities, develop work plans, and monitor progress.
• Knowledge of the NCI, its mission, and the functions of its Divisions, Offices, and Centers.

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