Program and Event Coordinator, Cambridge Public Library, Cambridge, MA

Posted June 20, 2016

37.5 hours per week, generally Monday through Friday 8:30am – 5:00pm. A flexible schedule is required including working some          evenings, Saturdays and Sundays in support of programs and events. 

QUALIFICATIONS:           

A Bachelor’s degree or coursework beyond high school level is strongly preferred.  At least two years of experience in event planning, program coordination, library programming, and/or hospitality is strongly desired. Library experience is desirable. Customer service experience is essential. Must have personal vehicle and valid driver’s license.

Outstanding interpersonal and customer service skills; Ability to communicate effectively, patiently and courteously; ability to work with diverse groups of people representing different departments and organizations; Ability to adapt plans in the moment to effectively adapt to the unexpected; remains calm in emergency situations; Excellent organizational, oral and written skills; Ability to anticipate needs, organize work, set priorities, use time effectively, work independently, and meet deadlines; Must be able to pay close attention to details and concentrate on work; Time management ability to set priorities in order to meet assignment deadlines; Ability to work on several tasks at the same time, keep track of many details and reliably follow through; Ability to identify, analyze and creatively solve problems in a constructive manner; Punctuality, flexibility and dependability; Ability to foster teamwork and work well as a member; Appreciation of and sincere desire to work in a diverse, urban setting; Ability to utilize a variety of technology and equipment such as computers, scanners, DVD players, sound systems, projection equipment and mobile devices; Knowledge of and comfort level with Microsoft Office Suite including Microsoft Outlook, Word, Excel, and Access software. Familiar with Library Insight or other room booking software preferred. Able to schedule with on line calendar; Ability to follow oral and/or written instructions quickly and thoroughly; Ability to proofread work with high degree of accuracy; Flexibility to meet staffing needs during vacation periods and in emergencies; Knowledge of basic library concepts.

PHYSICAL DEMANDS:  Physically able to operate a variety of machinery and equipment including office equipment such as computers, scanners, AV equipment, and mobile devices;; Ability to sit and use computer workstation, including keyboard and visual display terminal, for extended periods of time; Sufficient clarity of speech and hearing or other communication capabilities, which permits the employee to communicate effectively; Sufficient vision or other powers of observation, which permits the employee to read books, email and to scan a room; Sufficient manual dexterity, which permits the employee to utilize a keyboard; Sufficient personal mobility and physical reflexes, which permits the employee to move around heavy items

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

WORK ENVIRONMENT:    Works in assigned area, including office areas, training rooms, library and city locations including outside venues as necessary. Normal office exposure to noise and interruptions. Attends and participates in various programs as requested to enhance skills associated with the position.

DUTIES:

With significant input from library administrators and leadership team, the Program and Event Coordinator is responsible for developing a dynamic menu of adult and family programs and events for the Cambridge Public Library. Plans all aspects of programs including generating ideas, booking presenters and publicity. Works cooperatively across City and library departments; efficiently identifies and executes the necessary logistics to ensure successful events providing outstanding internal and external customer service. Organizes special internal events, such as our annual staff appreciation dinner, and is the primary contact for community groups wishing to book library meeting rooms.

• Advances the Library as a desired destination for major authors publicizing new releases, organizations and performers and proactively seeks new opportunities with them
• Creates programs through various methods including developing relationships with publishers and local bookstores and keeping abreast of regional cultural and news events
• Solicits local and national talent to participate in library programs
• Collaborates with community groups, local businesses, colleges, universities and nonprofits to deliver outstanding and varying programs and events for an urban community
• Works closely with the Communications Manager to effectively and creatively promote events in a timely fashion resulting in well-attended programs
• Manages event timelines and budgets
• Works closely and cooperatively with library and city staff including the Friends, Trustees and Foundation members, as appropriate.
• Serves as liaison and support to Administration; ensures all programming and event details are complete, up to date and properly documented; ensures Communication Manager and executive assistants have access to event information such that they can answer inquiries and step in as needed
• Supports the programming efforts of the branches, Youth Services and Adult Services
• Coordinates staff participation in city events, such as Danehy Family Day
• Represents the Library at programs ensuring a positive experience for presenters and attendees, smooth operations and effectively handles any last minute changes; may pick up, greet and introduce speakers
• Is highly organized and works in advance with Support Services, IT and Administration to arrange rooms and staffing, coordinate and test equipment, organize food and book sales, and design ticketing and seating arrangements
• Serves as primary contact for all room and program requests; reserves all library meeting and program spaces for staff, city departments and community groups through booking software; maintains public online events calendar
• Works cooperatively with IT to maintain audio visual equipment for the Lecture Hall, Community Room and other library spaces; tests equipment, requests preventative maintenance, upgrades and replacements as appropriate.
• Exploits new technologies and works with organizations such as City View 22 and CCTV to extend the community’s access to programming
• Prepares monthly and annual program statistics using Library Insight software and provides feedback to leadership about programs, as needed
• Demonstrates continuous effort to enhance the quality of programming and improve processes
• Designs plan for refreshments, decorations and promotional materials for library programs and outside events; executes the purchases of the required supplies
• Organizes L2 kitchen and storage area monitoring supplies and organizing purchase of stock
• Uses personal vehicle as needed in support of programs and events
• Any other duties as required for the good of the Library

SALARY:        $26.95 – $33.67 per hour + excellent benefits

DEADLINE:          July 11, 2016 by 5pm

APPLY TO:              

City of Cambridge

Personnel Department, Room 309

795 Massachusetts Avenue

Cambridge, MA 02139

Please send 2 copies each of cover letter & resume

Fax: 617-349-4312

[email protected]