Protocol Coordinator

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.

• BS degree 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.

• 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 is not available for this position.

• This position requires the ability to obtain and maintain an HSPD-12 PIV badge.
• For employment at Oak Ridge National Laboratory (ORNL), a Real  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.

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…