Fayetteville Public Library is hiring: Event Coordinator in Fayetteville

Fayetteville Public Library

Event Coordinator

Job Description

Exempt: Yes

Department: Community Engagement

Reports To: Manager, Community Engagement

Location: Fayetteville Public Library

Date Revised: May 27, 2021

Safety Sensitive: No

GENERAL DESCRIPTION OF POSITION

As the Event Coordinator, you help create an experience that makes our community say, "I love Fayetteville Public Library!" In this role, you will lead by exemplary example. When you work at FPL, you are working alongside a dedicated team that brings their passion and pride to all that they do. You share your technical and product knowledge with customers and other staff, contributing to the overall success of the Library. You relate easily to others, building rapport and collaborative relationships with both the staff and customers. You are able to communicate and interact with all customers, create a welcoming and inclusive experience, are a good listener and enjoy working with people. You have a passion for what you do and enrich the customer's experience by using your knowledge to determine the customer's needs and exceed their expectations. You are comfortable in a changing environment, with multitasking, and with learning new systems and procedures.

Under the direction of the Community Engagement Manager, the Event Coordinator provides services to Library departments and customers by coordinating a large number of events per year (100+). The Event Coordinator oversees the event booking process, executes events within budget guidelines, manages catering requests, and coordinates event set up and tear down.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Work cooperatively with all Library departments to effectively plan and improve working methods for the successful delivery of public programs, particularly IT, Security, Library Services, Marketing, Development, Volunteer Services, and Facilities. Coordinate, collaborate, and oversee FPL staff in facilitation of events.

2. Develop and cultivate mutually beneficial, coactive relationships with vendors and outside agencies that want to use library spaces.

3. Maintain facility rentals for 8+ event spaces, promote event spaces, and provide facility tours to customers.

4. Interpret, articulate, and apply applicable federal, state, and local laws for hosting events. Maintain knowledge of industry trends and ensure organizational compliance. Formulate and recommend event policies and objectives for the Library. Develop, implement, and refine rental guidelines, rate structures, and contracts. Provide expertise and answer event procedure questions by researching and interpreting applicable laws and regulations. Complete any required documentation for events.

5. Anticipate event needs, discern work priorities, and meet deadlines with little supervision. Proactively handle any arising issues and troubleshoot any emerging problems on the event day.

6. Maintain an accurate and up-to-date calendar of meetings and events and communicate logistical information internally and externally as appropriate.

7. Secure meeting room space for both internal and external customers and ensure that facilities staff executes room set-up and tear down.

8. Negotiate prices with caterers/vendors/contractors for Library events.

9. Coordinate food and beverages, order supplies, and ensure appropriate décor (florals, linens, color schemes, etc.) for Library events that meet the brand and quality expectations of FPL. Work with event staff to schedule caterers and assist in menu planning.

10. Coordinate with marketing department on event signs, advertisements, media announcements, and all marketing needs.

11. Conduct research, make site visits, and find resources to help staff make decisions about event possibilities. Propose new ideas to improve the event planning and implementation process.

12. Create/revise room layouts, including but not limited to, chair and table positioning, that meet needs and comply with safety regulations.

13. Work with manager to create a volunteer schedule for events and assist with managing on-site volunteers for set up and clean-up of events as necessary.

14. Ensure proper security personnel are notified of all events.

15. Work within event budgets.

16. Complete special projects as assigned.

17. Evaluate event quality through customer satisfaction surveys and respond accordingly to feedback. Provide feedback, evaluations, and periodic event reports to Library staff.

18. Display excellent time management skills, attention to detail, problem solving skills, strong organizational skills and the ability to work proactively to balance multiple tasks and prioritize work. Complete work at an appropriate pace with a sense of urgency.

19. Pursue professional development, which may include travel, to keep informed of current and emerging library trends, particularly as related to outreach and events. Provide assistance and coaching to colleagues. Maintain professional and technical knowledge through attendance of educational workshops, review of professional publications, establishment of networks, and participation in professional organizations.

20. Assume personal responsibility for building maintenance and solving minor issues and problems.

21. Perform any other related duties as required or assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

Driver's License

PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS

Food Handlers Card or Certification

PHYSICAL ACTIVITIES

The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

While performing the functions of this job, the employee is regularly required to stand, walk, sit, use hands to finger, handle, or feel, talk or hear; frequently required to reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 25 pounds; regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and color vision.

ADDITIONAL INFORMATION

All library positions require customer-focused service to both internal and external customers, flexibility, teamwork, punctual and reliable attendance, and compliance with all applicable local, state, and federal laws.

Minimum Qualifications:

1. Bachelor's degree (B.A., B.S., etc.) years of college, plus two years of related experience and/or training, or equivalent combination of education and experience.

2. High computer skills including proficiency with office productivity software, room booing, and volunteer management software as well as the ability to operate standard office equipment.

3. Intermediate math skills, including the ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. Ability to apply concepts such as fractions, ratios, and proportions to practical situations.

4. Excellent written and oral communication skills, including the ability to write reports, business correspondence, and effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

5. High reasoning skills including the ability to solve practical problems and deal with several variables where only limited standardization exists and the ability to communicate this information.

6. Excellent customer service skills including the ability to resolve difficult customer situations.

Other Skills and Abilities:

1. Ability to work a flexible schedule as assigned that includes evenings, weekends, and holiday shifts is required.

2. Perform both independently and as an effective and valued team member.

3. Strong organizational, time management, and interpersonal skills.

4. Work under pressure on multiple projects with frequent interruptions and tight deadlines.

5. Must have significant initiative and drive.

6. Must be able to appropriately handle sensitive information.

7. Ability to provide own cell phone.

8. Multilingual skills a plus.

Work Environment:

Ability to tolerate moderate noise that comes from an office environment with typical HVAC performance, constant visitors, telephone calls, computers, and printers and light traffic and the ability to tolerate an increased level of noise during programming events.