Library Event Coordinator*

General Description

This is responsible administrative and customer service work involving the planning, organization and coordination of services and activities for events held at Madison Public Library. The work includes planning, coordinating and overseeing event activities and customer needs relating to assigned events prior to, during the event and following the event. The work is performed under the direction of the Library Facilities Manager with assignments and technical assistance from other Event Services staff. This position will work very closely with all departments at Madison Public Library, including events, programming, catering and maintenance staff.
 

HOURS: The hours will vary between 9:00am to 9:00pm. This position will be approximately 20 hours per week and will include weekdays, weekends and evenings.

Hours are intermittent and will vary based on the schedule of events, programs and activities.

The City of Madison is an equal opportunity employer functioning under an affirmative action plan. We value diversity, equity, inclusion and belonging. Black, Indigenous, people of color, women, trans, nonbinary and individuals with disabilities are encouraged to apply!

Examples of Duties and Responsibilities

Plan, coordinate and oversee all phases of assigned events to include advance planning, day-of-event coverage and post-event needs. Determine client needs and establish a plan for meeting those needs. Communicate necessary information to other Madison Public Library staff. Evaluate requests for changed or added services during the event and determine how they can be accomplished. Maintain a courteous, cooperative and professional manner in all interactions with clients, coworkers, vendors and the general public.

Coordinate Madison Public Library services between staff, clients, vendors and approved caterers. Establish positive client relationships by taking actions and providing services designed to maximize customer satisfaction and encourage repeat business for Madison Public Library.

Prepare and distribute event-related information in a concise, professional and accurate manner, including detailed event orders and diagrams of room layouts.

Conduct tours of the facility for client and prospective clients. Work with approved caterers and Madison Public Library to show facility to prospective clients.

Provide information for billing activities for assigned events, in accordance with established policies and procedures.

Set up and take down furniture and work with Madison Public Library Maintenance staff to prepare rooms for events. Work with Madison Public Library IT department to make sure AV systems are functional for events.

Occasional assistance in the Administrative Office with general reception duties.

Perform other duties as assigned.

Minimum Qualifications

• Six (6) months of experience coordinating events such as library programs, conferences, weddings and banquets.

-OR-

• Associate's or Bachelor's degree in business, hotel/restaurant management, public administration, event management or other related field.

If an applicant does not possess the experience listed above, HR will review the application materials to determine if the applicant possesses the following equivalent experience:

Two years of experience in applying the following:

• Tools, equipment and services applicable to the convention and meeting service industry.

Physical Requirements:

Lift/carry up to 50 pounds

Stand and walk for an extended period of time

Work in environments with amplified sound for extended periods

Work varied schedules, including nights and weekends

*The payroll title is Monona Terrace Event Coordinator (Hourly)

*Stated salary will receive a 4% wage increase effective December 24, 2023.