Library Events Coordinator

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 (MPL). 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 Event Services Specialist 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.

This position is scheduled for approximately 20 hours per week and will include weekdays, weekends and evenings. Base hours are 12PM to 4PM but will vary based on the schedule of events, programs and activities.

Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn’t match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.

• 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.
• 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 client and prospective clients; work with approved caterers and MPL 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 MPL Maintenance staff to prepare rooms for events; work with MPL Information Technology department to make sure 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, etc.
• Engage with co‑workers positively and constructively to help improve processes and communication across our buildings and systems.
• Assist in general reception duties for the Administration Office.

Perform other duties as assigned.

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

• Associate’s degree or higher in Business Management, Restaurant & Tourism Management, Event Management, Public Administration, or a closely related field.

Two years of experience in applying the following:

• Customer service methods and practices.
• Computer software skills applicable to the duties of the position including Microsoft 365.

Familiarity with the following:

• Hospitality, weddings, banquets, conferences, and/or meeting activities and services.

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.

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