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Events Coordinator

Deschutes Public Library
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Position closes January 24th, 2025.

 

Schedule:*

40 hours per week, Monday – Friday (with flexibility to work evening and weekend hours as needed) 

*Schedule and work location may change based on the needs of the Library.

 

Events Coordinator

Are you enthusiastic about serving your community and passionate about working directly with the public? The Deschutes Public Library is seeking a dedicated and enthusiastic full-time Events Coordinator to join our Community Engagement team. This role is essential in creating and executing innovative events that promote learning, discussion, and awareness on a variety of subjects for the Deschutes Public Library’s diverse communities.

 

Position Summary:

This position is responsible for creating original content, Library events of interest to the public consistent with the library’s service objectives and goals; coordinating outside vendors and affiliated library resources for each event, and tracking data and statistics for each assigned event.

Successful candidates will have prior proven experience in in event planning and production, together with working harmoniously within a cohesive creative team environment.

 

What to Expect:

This position works effectively and efficiently within a broader events team, coordinating multiple deadlines and projects in a timely manner, while attending to details of scheduling presenters/speakers. The Programs Coordinator is expected to present a positive image of the library through professional and courteous communication techniques including the ability to speak comfortably in front of diverse audiences. This position requires a flexible schedule to ensure coordination and coverage of Library events and programming.

 

Compensation and Benefits:

Monthly Salary: The hiring range is $ 4,230.18 – $4,761.10, a maximum step five of the twelve step range. The position salary range is $ 4,230.18 – $ 5,855.56.

 

The Deschutes Public Library offers a competitive compensation and benefits package including:

  • Health, dental (including orthodontia), and vision insurance
  • Paid time off, including vacation, sick time and 11 paid holidays
  • 6% pay differential above base salary for proven bilingual English/Spanish fluency
  • Retirement benefits through the Public Employees Retirement System (PERS) with 100% employer match
  • Opportunities for professional development and continuing education

 

 

PURPOSE OF POSITION

This position creates and executes innovative events that promote learning, discussion, and awareness on a variety of subjects for the Deschutes Public Library (Library) communities.

 

ESSENTIAL JOB FUNCTIONS

Event Design

  • Creates original content, and d events of interest to the public that are consistent with the library’s service objectives and
  • Coordinates and facilitates the community read event(s) and the other literary events that benefit and promote the
  • Coordinates and facilitates the annual brainstorm and calendar of events that promote long-range event planning.
  • Networks with other education and arts organization leaders to promote the Library and strengthen professional partnerships.
  • Establishes a collaborative and professional work environment with internal and external customers.
  • Continually expands knowledge regarding emerging technology to enhance Library events.

 

Vendor/Presenter Relations

  • Coordinates outside vendors and affiliated library resources for each
  • Provides exemplary customer service in person, on the telephone, via e-mail or virtually by demonstrating a willingness to be attentive, understanding, responsive, fair, courteous and respectful, and to actively participate in maintaining a positive customer serve experience for all customers both inside and outside the library.
  • Completes contracts with presenters and vendors for supervisor approval.
  • Responsible for ensuring compliant Form W-9 execution and routing for vendors and presenters.
  • Serves as liaison with facilities, library staff, and volunteers to ensure events have appropriate materials, supplies, room set-up, and support for successful
  • Provides event details to Communications staff for proper and timely
  • Promotes events to local media.
  • Submits purchase orders for presenter and vendor payment.

 

Statistics & Budget Tracking

  • Maintains attendance, customer satisfaction, and demographic statistics for every
  • Monitors monthly event
  • Collects and submits event data for state reporting.
  • Assists with compiling event data for District reports.

 

SECONDARY JOB FUNCTIONS

  • Participates in library projects, teams, and committees as directed by manager/supervisor.
  • Participates in continuing education and advanced
  • Participates actively in weekly and/or monthly meetings and assigned
  • Participates in long-range plans, develops goals and objectives, and implements project
  • Performs other duties as

 

EDUCATIONAL AND KNOWLEDGE/SKILL REQUIREMENTS

The position requires equivalent to a Bachelor of Arts degree from an accredited college with major coursework in liberal arts, communications, public relations, marketing, or a related field. Requires emergent overall skill level consisting of one to three years of experience in event planning and production. Social media and promotion experience is preferred. The job requires strong interpersonal skills. Equivalent combination of education and experience which provides the knowledge, skills, and abilities required to perform the duties as described.

 

This position requires the following skills and abilities to be successful:

  • Ability to perform job tasks effectively and efficiently, coordinate multiple deadlines and projects in a timely manner, and attend to details of scheduling presenters/speakers.
  • Ability to plan and promote Library events that support the Library’s services, resources and events.
  • Present a positive image of the library through professional and courteous communication techniques including the ability to speak comfortably in front of diverse
  • Ability to speak, understand, and write clearly and concisely including proofreading; bilingual Spanish and English skills strongly
  • Demonstrates success working independently and in a team
  • Practices and uses sound conflict resolution methods, negotiation, and problem-solving
  • Ability to encourage and support diversity, inclusiveness and
  • Ability to support and explain Library policies and
  • Intermediate knowledge of PC applications for library operations including word processing, spreadsheets, email, Internet, chat, presentation software, SharePoint and data

 

SPECIAL REQUIREMENTS/LICENSES

Current driver’s license and vehicle insurance, valid in the State of Oregon, are required.

 

PHYSICAL DEMANDS OF POSITION

While performing the duties of this position, the employee is continuously required to communicate by talking and listening, use of fingers and hands, repetitive motion and sitting. Frequently required to stand, walk, reach, and feel. Occasionally bend, stoop, grasp and rarely to feel, kneel or crawl. The position  requires mobility, including the ability to move materials weighing up to 15 pounds on a regular basis such as files, books, office equipment, etc.; may infrequently require moving materials weighing up to 35 pounds.

 

Manual dexterity and coordination are required over 75% of the work period while operating equipment such as computer keyboard, calculator, and standard office equipment. High volume environment with high accuracy requirements for numeric and alpha processing.

 

WORKING CONDITIONS

There is a potential for occasional hazards or obstacles, and a low level of personal risk stemming from environmental conditions and/or human-driven potential hazards. Job conditions are usually stable, well managed, and comfortable. Conditions may consist of the following:

  • Varied office and/or Library workspace settings and community outreach
  • Reading for comprehension and direction (policies and procedures).
  • Speaking to share/respond, to maintain relationships and to convey instructions and/or
  • Considerable cognitive process to make effective decisions for interpersonal
  • Work schedule varies and is flexible including days, evenings, and
  • Encounters frequent new and varied work situations of moderate
  • Travel to other Library locations and/or to workshops/professional meetings/conferences as needed or assigned.
  • Use various equipment including computers with a keyboard and mouse, telephone, and other electronic devices to help customers, share documents, information and

 

INTERPERSONAL CONTACTS

Contacts are made with public and staff members; contacts frequently contain confidential/ sensitive information necessitating discretion at all times.

SUPERVISORY RESPONSIBILITIES

Supervision is not normally a responsibility of positions in this classification. This position maintains their own work with review and direction. Decisions are made within broad interpretation of applicable guidelines and Library policies and rules.

 

This description covers the most significant essential and auxiliary duties performed by the position for illustration purposes, but does not include other occasional work, which may be similar, related to, or a logical assignment for the position. This job description does NOT constitute an employment agreement between the employer and employee, and is subject to change by the employer as the organizational needs and requirements of the job change.

Deschutes Public Library is a diverse community that provides equal opportunity in employment, activities, and its programs. It is the policy of Deschutes Public Library and its Board that there will be no discrimination or harassment in any education programs, activities or employment on the grounds of race, color, religion, ethnicity, use of native language, national origin, sex, sexual orientation, marital status, disability, veteran status, age, genetic information or any other status protected under applicable federal, state or local laws.

 

Deschutes Public Library prohibits retaliation against an individual for engaging in activity protected under this policy and interfering with rights or privileges granted under anti-discrimination laws. Persons having questions about equal opportunity and nondiscrimination should contact the Human Resources Department for Deschutes Public Library.