Programming Associate Society Library

The New York Society Library seeks a Programming Associate to serve as the primary staff member for the Library’s events box office and to play a central role in the planning, logistics, and execution of public programming. Reporting to the Director of Programming & Communications, this position coordinates room setup and event operations, provides primary staffing for seminars and workshops, and administers the Library’s New York City Book Awards.

The Library is a historic membership library founded in 1754. It is open to all for reading, reference, and selected events, with circulation and other services by subscription. The beautiful landmark building dates from 1917 and includes reading rooms, spaces for study, book stacks, a Children’s Library, and the Assunta, Ignazio, Ada and Romano Peluso Exhibition Gallery. The Library has approximately 300,000 print volumes and hosts a variety of special events, reading groups, and workshops, as well as the New York City Book Awards.

• Excellent communication skills, strong attention to detail, computer proficiency
• Time management and organizational skills
• Scheduling flexibility
• Ability to work with a minimum of supervision
• A cooperative and people-oriented temperament
• Skill at prioritizing and multi-tasking
• Bachelor’s Degree; 1-2 years of related experience

Serve as the primary staff member for the events box office

• Manage event registrations via online system as well as manually via phone, email, and in-person requests
• Manage attendee communication, including confirmations, reminders, follow-ups, waitlists, and problem-solving
• Track attendance and maintain program statistics

Support the development and administration of seminars and workshops:

• Source topics and potential presenters in coordination with departmental priorities
• Conduct outreach to potential presenters and maintain relationships with presenters
• Evaluate feasibility across content, logistics, audience, and budget
• Schedule seminars and workshops and manage associated logistics
• Create or collect public-facing listing materials
• Manage participant communication, including questions and troubleshooting
• Track and interpret attendance and registration patterns

Coordinate planning and logistics for scheduled events and programs:

• Maintain presenter relationships for calendared events, including authors, moderators, seminar leaders, and co-sponsoring organizations
• Interpret external and internal requests and translate them into workable action plans
• Coordinate room setup planning, including space usage, furnishings, and equipment needs
• Create run-of-show documents, setup notes, and room diagrams
• Coordinate vendor logistics, including booksellers, caterers, and photographers
• Prepare materials, including signage, lists, supplies, and printed programs
• Purchase, organize, and maintain catering supplies and materials, including practical handling of food-and-drink-related logistics

Provide event staffing and operational support:

• Coordinate and execute space setup and breakdown for events
• Manage attendee check-in and flow
• Provide general staffing for cross-departmental and special events, including receptions, exhibition openings, awards ceremonies, and space rentals
• Support event operations, including basic A/V setup as needed, food and beverage service, book sales, and distribution of materials

Administer the New York City Book Awards:

• Assist in seeking and coordinating jurors, and support jury chair communications
• Coordinate jury meetings and related communications
• Compile and maintain candidate book lists and track eligibility
• Manage submissions and communications with authors and publishers
• Track candidate progress throughout the awards process
• Maintain records of…