"Events Coordinator"

Overview

Reporting to the Senior Executive Assistant to the University Librarian, this person plans, organizes, coordinates and facilitates assigned events at Sterling Memorial Library & Beinecke Rare Book and Manuscript Library. This person will be responsible for a wide range of logistical and operational tasks related to planning special events at both libraries.

Designs, coordinates and oversees the logistical and high level administrative support needs of multiple, complex, and widely distributed educational events, conferences and/or other events. Serve as initial point of contact for event space requests at Sterling and Beinecke libraries. Review and prioritize incoming requests, oversee, and resolve issues and/or refer to appropriate team member. Balance competing priorities to meet all program requirements in a timely manner and deliver quality results.

Execute plans that create an optimal client experience, through high-level customer satisfaction. Coordinates in the planning, preparation, production, and delivery of exceptional service to staff, students, faculty, and guests on a daily basis, in compliance with established university and departmental policies and practices. Serve as primary liaison between client and library support services, including Library IT, Security & Custodial for programs both within and outside the department.

Serve as a resource for library staff for event planning. Cultivate and develop beneficial relationships with internal and external service providers. Provide cost estimates for external clients using established guidelines. Review billing information and ensure charge of accounts processing by Facilities and Library IT support staff. Assist with coordinating the activities of support teams related to events.

Develop and provide instruction and floor plans for event set-up. Identify opportunities to improve workflow, equipment and working environment, and recommend enhancements. Create and maintain an events calendar; including use of Localist to ensure timely planning and scheduling. Coordinate the tour program for Sterling Memorial Library. Perform additional duties as assigned.

Required Skills and Abilities

1. Proven intermediate to advanced skills with Windows and Microsoft products, Word, Excel, and Outlook. Internet navigation skills and research skills. Ability to learn new software and using evolving technology.
2. Demonstrated ability to organize events with multiple components and handle multiple responsibilities simultaneously. Excellent organizational, problem solving and project coordinator skills. Demonstrated ability to work independently.
3. Superior interpersonal skills and welcoming manner. Ability to represent the school professionally at events.
4. Excellent organizational skills, attention to detail and accuracy with demonstrated ability to concentrate and perform with constant and varied interruptions, ability to prioritize to meet deadlines and conflicting demands in an organized manner.
5. Ability to regularly solve problems, take initiative, and anticipate actions needed. Ability to properly use independent judgment. Ability to function effectively as part of a team.

Principal Responsibilities

1. Designs, coordinates and oversees the logistical and high level administrative support needs of multiple, complex, and widely distributed educational events, conferences and/or other events.
2. Serves as principal source of information to students, staff, and faculty on event activities.
3. Coordinates with vendors to negotiate costs and determine requirements of renter in regard to technical, security and/or other requirements.
4. Designs and prepares various marketing materials.
5. Coordinates conferences and/or requested services including reserving conference rooms, determining catering needs, preparing conference materials, tracking various expenditures and revenues, collecting fees and maintaining any necessary records.
6. Serves as liaison with vendors on event-related matters. Maintains direct contact with personnel from various outside organizations and university departments associated with scheduled events.
7. Oversees, instructs, and coordinates activities of support staff.
8. May perform other duties as assigned.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level and a high school level education; or four years of related work experience and an Associate degree; or little of no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education.

Job Details

• Job Posting Date: 03/26/2026
• Job Category: Administrative Support
• Bargaining Unit: L34
• Compensation Grade: Labor Grade D
• Hourly Range: $31.83
• Time Type: Full time
• Work Model: On-site