Library Events Coordinator*

Madison, WI, USA|Onsite

Job Overview

Employment Type

Part-time

Hourly

Compensation

Hourly

Exact $25.02

Work Schedule

Flexible

Day Shifts

Weekend Shifts

Benefits

sick leave

Paid Time Off

Job Description

Madison Public Library is a prominent public institution located in Madison, Wisconsin, dedicated to providing comprehensive educational and cultural services to the community. As a vital resource in the city, the library offers a diverse range of programs, resources, and events designed to engage the public and foster lifelong learning. The library prides itself on its commitment to inclusivity, diversity, and community engagement, making it a hub for knowledge and social interaction in the area. It operates with a mission to enrich the lives of its patrons by providing access to information, technology, and varied cultural experiences in a welcoming environment.

The Monona Terrace Event Coordinator role at Madison Public Library is a key position within the library’s event services team. This hourly role, paying $25.02 per hour, involves responsible administrative duties combined with customer service tasks centered around the planning, organization, and coordination of events hosted at the library. These events can range widely in scope, including library programs, conferences, weddings, banquets, and other community gatherings. The role requires a proactive approach to event management, ensuring smooth execution from advance planning stages through to event day operations and follow-up activities.

Successful candidates will work closely with various departments within the library, including events, programming, catering, and maintenance staff, to ensure all client needs are met effectively and efficiently. The position demands excellent communication skills, organization, and the ability to maintain a professional and courteous demeanor in all interactions with clients, colleagues, vendors, and the public. Hours are approximately 20 per week and involve some weekday, weekend, and evening shifts based on the event schedule, providing a varied and dynamic work experience.

As an integral part of the library’s commitment to community and service excellence, this role also emphasizes personal growth, particularly in areas related to racial equity and social justice. The ideal candidate will be someone who contributes positively to the team environment, helps improve communication and processes across the library system, and values diversity, equity, inclusion, and belonging. If you have experience or education in business management, event management, hospitality, or related fields and a passion for community engagement, the Monona Terrace Event Coordinator position is an excellent opportunity to grow your career in a supportive and community-focused environment.

Job Requirements

Ability to meet transportation requirements
Ability to lift/carry up to 50 pounds
Ability to reach, bend, and sit and/or stand and walk continuously for long periods of time
Ability to work in environments with amplified sound for extended periods
Six months of experience coordinating events such as library programs, conferences, weddings and banquets
Or associate's degree or higher in business management, restaurant and tourism management, event management, public administration, or a closely related field
Two years of experience in customer service methods and practices
Proficient computer software skills applicable to the duties of the position including Microsoft 365
Familiarity with hospitality, weddings, banquets, conferences, and/or meeting activities and services

Job Qualifications

Six months of experience coordinating events such as library programs, conferences, weddings and banquets
Or associate's degree or higher in business management, restaurant and tourism management, event management, public administration, or a closely related field
Two years of experience in customer service methods and practices
Proficient computer software skills applicable to the duties of the position including Microsoft 365
Familiarity with hospitality, weddings, banquets, conferences, and/or meeting activities and services
Excellent organizational and communication skills
Ability to work flexible hours including weekdays, weekends and evenings

Job Duties

Plan, coordinate and oversee all phases of assigned events, including advance planning, day-of-event coverage and post-event needs
Determine client needs and establish a plan for meeting those needs
Maintain a courteous, cooperative and professional manner in all interactions with clients, coworkers, vendors and the general public
Coordinate MPL 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 MPL
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 clients and 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 MPL Maintenance staff to prepare rooms for events
Work with MPL Information Technology department to ensure audio visual systems are functional for events
Foster community through a commitment to continued personal growth, specifically in the areas of racial equity and social justice
Actively participate in staff meetings, system-wide meetings and engage with co-workers positively and constructively to help improve processes and communication across the buildings and systems
Assist in general reception duties for the Administration Office
Perform other duties as assigned