Events Program Coordinator

Overview This position is located in the Office of the Executive Director, District of Columbia Public Library (DCPL), Events, Exhibits & Development Department. The department manages all revenue-generating projects for DC Public Library, including our Event Rentals program; coordinates major Library programs at the Martin Luther King Jr. Memorial Library; and is responsible for the implementation of the Library’s Arts & Exhibits program. The position serves as an Events Program Coordinator and is responsible for the administrative process of planning, coordinating, and executing events and special activities for DCPL. The Events Program Coordinator works with vendors, staff, and other stakeholders to host DC Public Library public events and private paid event rentals. Major Duties and Responsibilities Organizes, produces, and manages library-sponsored events and event rentals for the DC Public Library, most of which will occur at the newly modernized Martin Luther King Jr. Memorial Library, but on occasion may occur at one of neighborhood libraries. Library events include author talks, festivals, cultural programs and performances, film screenings, or other community-based programming. Event rentals may include private events such as weddings or birthday parties; corporate and non-profit board meetings, fundraising events, and galas; or invitation-only events sponsored by other District or Federal government agencies. Develops event run-of-shows and staffing needs for each event in collaboration with other Library departments, including Public Safety, Facilities, and Public Service. Creates, maintains, and distributes event documents, including schedule, contact sheet, and event program, and logistics to include parking, credentials, talent, craft services, and signage. Manages contract requests and payment process for event rental clients and program partners. Works closely with the Library’s Finance, Legal, and Risk Management teams to ensure that all events follow all District regulations and Library policies. Maintains accurate records, preparing reports, and documenting program outcomes; assist in program evaluation, research and reporting to improve future events. Monitors proper funding and in-kind usage for agency events. Manages records of all contracts and payments associated with events. Work in partnership with Event Manager to provide prospective clients with information about the various spaces available at the Library; updated, accurate information about rental rates, space availability, and capacities; and other key information. In partnership with others on the Events team, manages the marketing resources for the event rental program, including a website presence, social media, and advertising, while helping to ensure that all marketing for the event rental program is consistent with DCPL’s overall branding and marketing efforts. Performs other related duties as assigned. Minimum Qualification Requirements Required Education & Qualifications Must possess at least a high school diploma or its educational equivalent (GED). Have a minimum of at least 4 years of experience in planning, managing, and executing events in similar or closely related role. Have a minimum of at least 2 years of experience tracking expenses, preparing financial reports, and staying within allocated budgets. Strong verbal and written communication skills for client, vendor, and stakeholder interactions. Quick thinking to address issues that arise during events or program delivery. Ability to manage multiple projects, deadlines, and priorities simultaneously. Ability to operate standard workplace technology, including email, online resources, databases, software systems, and audio/visual equipment. Proficient knowledge of spreadsheets, web, and other computer applications, such as Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and Google Workspace (Sheets, Docs, Gmail, Drive). Possess at least 1 year of experience at the next lower grade level (CS11) applicable to District employees’ candidates. Preferred Qualifications Bachelor’s degree in business administration, Event Planning, Event Management, Project Management, Hospitality Management, Marketing, Instructional Design or Public Relations. Experience working in hospitality, nonprofit, or corporate event management. Experience using event management software (Social Tables, Cvent, Airtable). Licenses and Certifications None Working Conditions / Environment The work is non-sedentary and requires physical mobility and facility. There may be some walking, standing, bending, or carrying light items. Attendance at events may require some standing. The work may include activities both indoors and outdoors. The work is typically performed in an adequately lighted and climate-controlled office. Assignments may require visits to event locations, also in adequately lit and climate-controlled facilities. District Reference Check All applicants who are current or former District of Columbia Government employees will be subject to a background examination prior to the issuance of a conditional offer of employment. This review will include coordination with District agencies where the applicant is currently or was previously employed. The purpose of this examination is to verify the applicant’s employment standing and determine eligibility for rehire, reassignment, or promotion within the District government. Applicants found not to be in good standing may be deemed ineligible for further consideration. By applying to this vacancy announcement, you hereby authorize the District of Columbia Public Library to conduct a background examination and reference check, including coordination with any District agencies where you are currently or was previously employed, to verify your employment standing and assess your eligibility for continued employment consideration. General Suitability Screening This position is subject to general suitability screening; verification of employment history, reference checks and degree/license, as applicable. The appointee to the position may be offered employment contingent upon receipt of a satisfactory general suitability screening. Enhanced Suitability Screening The position for which the individual is applying has been identified and designated as requiring enhanced suitability screening; If tentatively selected for the position, a criminal background check, traffic record check, consumer credit check, and mandatory drug and alcohol test will be conducted (as appropriate); and the appointee to the position may be offered employment contingent upon receipt of a satisfactory enhanced suitability screening. Other Significant Factors Type of Appointment : Career Service Regular Tour of Duty/Schedule : This position primarily works during standard business hours with flexibility to perform duties during evenings and weekends to support operational needs. Department : Events, Exhibitions and Development Collective Bargaining Unit : This position is covered under a collective bargaining agreement Promotion Potential : None Appointed Salary : The selected incumbent will be appointed at the appropriate salary rate of CS-12 Budgeted Salary : This position is budgeted for a minimum salary of $92,656 to a maximum salary of $104,168. Must be authorized to work in the U.S Residency Requirement If the position you are applying for is in the Career, Management Supervisory, or Educational Service at an annual salary of one hundred fifty thousand dollars ($150,000) or more, you must establish residency in the District of Columbia within one hundred eighty (180) days of the effective date of the appointment and continue to maintain residency within the District of Columbia throughout the duration of the appointment. Applicants claiming residency preference will be required to maintain residency in the District of Columbia for a minimum of seven (7) years. Failure to do so may result in forfeiture of employment. Employment Benefits Selectee will be eligible for health and life insurance, annual (vacation) and sick leave and will be covered under the District of Columbia government's retirement plan. However, if selectee was previously employed in the District of Columbia government under an appointment for which he/she was eligible for Civil Service Retirement (CSR), contributions to CSR will resume upon re-employment. Equal Employment Opportunity The District of Columbia Government does not discriminate or retaliate in employment on the basis of race, color, religion, sex, pregnancy, gender identity and expression, national origin, family responsibilities, political affiliation, sexual orientation, marital status, homeless status, disability, genetic information, age, membership in an employee organization, participation in a legally protected activity, parental status, matriculation, personal appearance, credit information, status as a victim or family member of a victim of domestic violence, sexual offense, or stalking, military service, or other non-merit factor. #J-18808-Ljbffr DC Department of Human Resources