Protocol Outreach Coordinator

The Stakeholder Relations Office develops, implements, and assesses strategic internal and external communications plans and programs to advance the scientific mission and initiatives of the Laboratory; contributes to public understanding of science; enhances the value of the Lab as a community asset; drives government and community programs to ensure internal and external stakeholders are properly informed, have a voice in Lab decisions, and support the Lab's priority projects; and oversees workforce development and science education programs to fulfill goals of the Lab and Department of Energy.

Position Description:

The ideal candidate will be a dynamic member of the Stakeholder Relations team that assists in the coordination and execution of outreach efforts that raise awareness and understanding of the Laboratory's mission through a broad range of programs and partnerships, including, but not limited to, protocol visits, groups tours, and public open house events. As a collaborator and communicator, the Protocol Coordinator will provide critical resources in outreach endeavors, continuously cultivate relationships with internal and external stakeholders, and serve as an energetic and knowledgeable ambassador for Brookhaven's passion for discovery.

Essential Duties and Responsibilities:

• Coordinate the many moving parts associated with protocol visits at the Laboratory including:

  • Planning, facilitating and participating in collegiate and community group tours

  • Supporting visits by elected officials, high-level guests, the science user community, conference attendees, university faculty, and other external stakeholders

  • Interacting with multiple directorates to identify and secure subject matter experts, manage schedules, and ensure facility access

  • Communicating visit goals, messages, and logistics with all stakeholders

• Build strong relationships with all levels on management, employees, and the surrounding community

• Maintain a broad understanding of the Laboratory's research, facilities and capabilities; and be able to assist in communicating messages effectively to various audiences

• Arrange services within the Laboratory such as site access, transportation, catering, room reservations, etc.

• Research regulations and other sources to determine proper protocol procedures pertinent to visiting dignitaries such as comparative positions and titles, cultural customs, seating, etc.

• Respond to internal and external requests for information and guidance

• Manage and monitor multiple assigned projects to achieve established goals within time and resource restrictions

• Maintain data and keep accurate records

• Perform complex administrative functions using word processing and lab-wide administrative computer systems to accomplish tasks, as well as other support related to information services such as arranging virtual meetings and access

• Safeguard confidential records and personal identifiable information

Required Knowledge, Skills, and Abilities:

• Some form of secretarial or office administration training, plus eight years of experience in substantive and relevant administrative, secretarial, clerical, or other responsible work which provides evidence of the knowledge, skills, and abilities necessary to successfully perform the duties of the position. An associate or bachelor's degree with coursework, or training, specifically related to the position requirements may offset qualifying experience of 2:1 (experience:college) years

• Candidate is agile, able to multi-task and balance competing priorities simultaneously

• Good at problem solving, following instructions and managing time effectively

• Possesses strong written and verbal communication skills; communicates clearly, effectively and in a timely manner

• Can speak publicly and comfortably in small and large group (40+) settings

• Proficiency with Microsoft Word, Outlook, PowerPoint, and Excel

• Knowledge of videoconferencing tools, such as Zoom and Microsoft Teams, and the ability to facilitate virtual meetings

• Can work independently and under pressure to handle routine and nonroutine tasks in accordance with established procedures and guidelines

• Must be highly motivated, organized, professional and courteous with the ability to deal effectively with internal and external stakeholders who require high levels of patience, tact and diplomacy

• Ability to collaborate effectively and be a team player

Preferred Knowledge, Skills, and Abilities:

• Bachelor's degree preferred, ideally in education, communications, public relations or STEM-related field

• Experience working with Microsoft SharePoint, Teams, Lists, or PowerBI

• Experience working in a scientific, technical, or project environment

• Experience conducting tours

• Understanding of a role in Protocol at an organization

Other Information:

• This position is 100% on site

• This position is not eligible for visa sponsorship

Brookhaven National Laboratory is committed to providing fair, equitable and competitive compensation. The full salary range for this position is $67,250-$82,000. Salary offers will be commensurate with the final candidate's qualifications, education and experience, and considered with the internal peer group.