"Engagement & Events Coordinator"

Job Description

The Engagement and Events Coordinator will work in the Learning and Academic Engagement (LAE) Department in the Syracuse University Libraries. This position will coordinate the Libraries' virtual chat and email reference services, including scheduling, staffing, logistics agreements, and support resources. Provide virtual reference service on a regular weekly schedule, and hires, trains, schedules, and supervises student employees who also provide virtual reference services and other work assignments. Coordinate the Libraries' tabling service, including scheduling, communications, and establishing workflows, procedures, and logistics. Coordinate the logistics of public-facing library events, and partners with other library departments to assist in other major library events. Coordinate the Libraries' representation at campus information fairs and events, including solicitation and scheduling of staff volunteers. Work closely with other Libraries' departments. Partner with, and provide support and back-up assistance to, other staff involved in event planning and establish and maintain relationships with event-related units on campus. Manage Libraries' distribution of promotional materials inventory and staff request process.

Qualifications

Education and Experience

• Required qualifications:
  • Bachelor's degree or equivalent combination or education and experience.
  • At least two years of experience in a library, academic setting, or public service setting.
  • Experience coordinating and planning events and/or programs.
  • Experience training, coordinating and overseeing student staff.
• Desired qualifications:
  • Experience creating and managing service schedules.
  • Experience managing and implementing workflows, timelines and projects in a collaborative team setting.
  • Experience providing customer service, help or reference service.
  • Experience collecting and analyzing data.

Skills and Knowledge

Best combination of:

• Significant understanding of:
  • Customer or patron service best practices.
  • Public services in academic libraries.
  • Event or program planning.
• Ability to:
  • Supervise, train, guide, motivate, and evaluate student employees.
  • Balance multiple projects and responsibilities.
  • Create and manage staff schedules.
  • Lead and analyze workflows, projects and services.
• Demonstrated:
  • Strong discernment and independent judgement in service and programming situations.
  • Strong interpersonal skills and ability to collaborate effectively with a diverse group of students, faculty, staff, and guests.
  • Strong skills in understanding, analyzing, and solving problems related to service and events.
  • Strong time management and organizational skills and strong work ethic.
  • Creativity, flexibility and ability to adapt to change.
  • Strong written and verbal communication skills.
  • Solutions-oriented mindset and a commitment to excellent service.

Responsibilities

Service Engagement Coordination

• Coordinate the Libraries' virtual chat and email reference services, including scheduling, staffing, logistics agreements, and support resources.
• Provide virtual reference service on a regular weekly schedule.
• Hire, train, schedule and supervise student employees who also provide virtual reference services and have other work assignments.
• In collaboration with others, monitor and analyze virtual reference service history to ensure quality, identify trends, coordinate data collection, and assess all virtual reference services, and provide reports and data on a regular basis.

Events Coordination

• Coordinate the Libraries' tabling service, including scheduling, communications, and establishing workflows, procedures, and logistics.
• Coordinate the logistics of public-facing library events such as welcome week, finals week events, parent's weekend, alumni weekend, and other potential engagement event opportunities.
• Partner with other Libraries' departments to assist in other major public-facing library events, including such things as room reservations, catering, parking arrangements, material preparation and event day support, and on-site event support as needed during and after normal work hours.
• Coordinate the Libraries' representation at campus information fairs and events, including solicitation and scheduling of staff volunteers and organization of promotional materials.
• Manage the Libraries distribution of promotional materials inventory and staff request process, ensuring handouts and promotional items are available for events in coordination with Marketing and Communications.

Collaboration and Partnership

• Collaborate closely with the LAE Department Head and Libraries' Marketing and Communication department especially in relation to the Libraries' calendar of events and related logistical planning and marketing of events, including new engagement opportunities.
• Work closely with and maintain relationships with Access Services and other departments and committees on collaborative activities such as patron assistance, and exhibits.
• Partner with, and provide support and back-up assistance to, other Libraries' staff involved in event planning.
• Establish and maintain relationships with event-related units on campus to facilitate logistics and help ensure that the Libraries follows appropriate processes and procedures.
• Other duties as assigned.