Protocol Coordinator

Requisition Id15870

Overview:

Oak Ridge National Laboratory (ORNL) is seeking a highly organized and detail-oriented Protocol and Community Engagement Coordinator to join the Protocol team. This role plays a critical part in supporting lab-wide events, protocol-related visits, and community engagement activities by providing effective logistical coordination, administrative support, and stakeholder engagement. The position ensures smooth execution of visits and events while promoting a positive image of ORNL and supporting the Laboratory's mission and core values.

Major Duties and Responsibilities:

• Support the objectives of the Office of Community Engagement and Protocol through planning and coordination of protocol-related visits, lab-wide events, and engagement activities.
• Support the Protocol Officer and Protocol Specialist with the coordination of domestic and international visits, meetings, and events by assisting with scheduling presenters, meetings, and appointments.
• Coordinate logistics and resources required for successful visits and events (e.g., room planning, transportation, photography, materials, and visitor schedules).
• Prepare meeting rooms and ensure all materials and arrangements are in place for visitor engagements and events.
• Prepare and distribute project-related documents, including reports, briefers, biographies, schedules, and other materials as needed.
• Maintain accurate and up-to-date project files, documentation, and content in shared systems such as SharePoint, Smartsheet, and protocol email inboxes.
• Maintain positive relationships with internal and external stakeholders through clear, timely, and professional communication.
• Serve as backup to the Protocol Officer and Protocol Specialist, including planning and delivering assigned visits when needed.
• Ensure continuity of operations by managing urgent matters, prioritizing tasks effectively, and exercising sound judgment under pressure.
• Exercise discretion when handling sensitive or confidential information.
• Ensure compliance with Department of Energy (DOE) policies and procedures.
• Align with ORNL's mission and core values of Impact, Integrity, Teamwork, Safety, and Service, and support diversity, equity, inclusion, and accessibility in all interactions.

Basic Qualifications:

• BSdegree in communications, event planning, business administration, hospitality management, or a related field.
• Minimum of 2-3 years of related experience in event management, protocol, community engagement, or administrative/project support.
• Strong organizational skills with the ability to manage multiple projects simultaneously and meet tight deadlines.
• Excellent interpersonal, written, and verbal communication skills.
• Proven ability to prioritize tasks, manage time efficiently, and maintain attention to detail.
• Ability to work effectively both independently and as part of a team.

Preferred Qualifications:

• Experience in a scientific, research, or government environment.
• Experience supporting senior leadership, distinguished visitors, or high-visibility events.
• Proficiency in event and project management tools (e.g., Smartsheet, Asana, Trello) and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint).
• Demonstrated experience in administrative or project coordination roles supporting complex operations.

Visa Sponsorship: Visa sponsorship is not available for this position.

Security, Credentialing, and Eligibility Requirements:

• This position requires the ability to obtain and maintain an HSPD-12 PIV badge.
• For employment at Oak Ridge National Laboratory (ORNL), a Real ID compliant form of identification will be required.
• Additionally, ORNL is subject to Department of Energy (DOE) access restrictions. All employees must also be able to obtain and maintain a federal Personal Identity Verification (PIV) card as mandated by Homeland Security Presidential Directive 12 (HSPD-12) and Department of Energy (DOE) Order 473.1A, which requires a favorable post-employment background investigation.
• To obtain this credential, new employees must successfully complete and pass a Federal Tier 1 background check investigation. This investigation includes a declaration of illegal drug activities, including use, supply, possession, or manufacture within the last year. This includes marijuana and cannabis derivatives, which are still considered illegal under federal law, regardless of state laws.

About ORNL:

As a U.S. Department of Energy (DOE) Office of Science national laboratory, ORNL has an impressive 80-year legacy of addressing the nation's most pressing challenges. Our team is made up of over 7,000 dedicated and innovative individuals! Our goal is to create an environment where a variety of perspectives and backgrounds are valued, ensuring ORNL is known as a top choice for employment. These principles are essential for supporting our broader mission to drive scientific breakthroughs and translate them into solutions for energy, environmental, and security challenges facing the nation.

ORNL offers competitive pay and benefits programs to attract and retain individuals who demonstrate exceptional work behaviors. The laboratory provides a range of employee benefits, including medical and retirement plans and flexible work hours, to support the well-being of you and your family. Employee amenities such as on-site fitness, banking, and cafeteria facilities are also available for added convenience.

Other benefits include the following: Prescription Drug Plan, Dental Plan, Vision Plan, 401(k) Retirement Plan, Contributory Pension Plan, Life Insurance, Disability Benefits, Generous Vacation and Holidays, Parental Leave, Legal Insurance with Identity Theft Protection, Employee Assistance Plan, Flexible Spending Accounts, Health Savings Accounts, Wellness Programs, Educational Assistance, Relocation Assistance, and Employee Discounts.

If you have difficulty using the online application system or need an accommodation to apply due to a disability, please email:ORNLRecruiting@ornl.gov.

This position will remain open for a minimum of 5 days after which it will close when a qualified candidate is identified and/or hired.

We accept Word (.doc, .docx), Adobe (unsecured .pdf), Rich Text Format (.rtf), and HTML (.htm, .html) up to 5MB in size. Resumes from third party vendors will not be accepted; these resumes will be deleted and the candidates submitted will not be considered for employment.

ORNL is an equal opportunity employer. All qualified applicants, including individuals with disabilities and protected veterans, are encouraged to apply. UT-Battelle is an E-Verify employer.