Job Title
EVENTS COORDINATOR
Department: Development
Reports To: Assistant Director of Development (or designated supervisor)
Schedule
- Monday through Friday, 8:30 a.m. – 4:30 p.m.
- This position requires flexibility to work evenings and weekends based on scheduled programs, special events, community outreach activities, and production schedules.
DEFINITION
Under the direction of the Assistant Director of Development or designated supervisor, the Events Coordinator plans, coordinates, administers, and evaluates events, programs, ceremonies, conferences, exhibits, and community initiatives throughout the Newark Public Library system. The position coordinates administrative and program activities involving multiple departments, branches, external organizations, production companies, government agencies, vendors, sponsors, and community partners. The Events Coordinator develops operational procedures, coordinates special projects, identifies opportunities to improve organizational effectiveness, and ensures events are executed efficiently, professionally, and in support of the Library's strategic mission.
DUTIES AND RESPONSIBILITIES
- Coordinate administrative and program activities involving multiple Library departments, branches, and external organizations.
- Manage the Library's event space calendar, scheduling requests, reservations, and event logistics.
- Plan, coordinate, and execute lectures, conferences, exhibits, performances, donor events, educational programs, workshops, community initiatives, public ceremonies, and special events.
- Serve as the primary liaison between the Library and production companies, vendors, performers, sponsors, government agencies, educational institutions, nonprofit organizations, and community partners.
- Coordinate cross-departmental planning efforts involving Administration, Facilities, Security, Information Technology, Communications, Finance, Human Resources, and branch staff.
- Develop event production schedules, operational plans, timelines, room layouts, staffing plans, and logistical requirements.
- Coordinate audiovisual production, staging, lighting, sound, livestreaming, security, custodial services, catering, transportation, and facility operations.
- Conduct planning meetings, site visits, production walkthroughs, and post-event evaluations with internal and external stakeholders.
- Develop, review, and recommend operational procedures and organizational improvements related to event management and customer service.
- Coordinate implementation of new initiatives, special projects, and cross-functional programming.
- Gather and evaluate information through attendance reports, surveys, customer feedback, and operational assessments to measure program effectiveness and recommend improvements.
- Prepare written reports, presentations, correspondence, operational summaries, and recommendations for management.
- Monitor event expenditures and assist with budget tracking under the supervision of the Assistant Director of Development.
- Prepare vendor documentation and coordinate contracts, purchase requests, certificates of insurance, permits, and related compliance documentation.
- Coordinate volunteer assignments, event staffing schedules, and vendor activities.
- Oversee event setup, execution, troubleshooting, and post-event breakdown while ensuring exceptional customer service and operational efficiency.
- Develop contingency plans for weather-related events, equipment failures, scheduling conflicts, and other operational challenges.
- Maintain accurate event records, calendars, statistical reports, and program documentation.
- Represent the Newark Public Library professionally at meetings, community events, public functions, and partnership activities.
- Perform other related duties as assigned.
REQUIREMENTS
EXPERIENCE
- Experience coordinating events, programs, or special projects within a public library, nonprofit organization, educational institution, government agency, or similar environment.
- Experience working with production companies, audiovisual services, event technology, or live event management.
- Experience coordinating public ceremonies, conferences, donor events, or community engagement initiatives.
- Strong knowledge of project coordination, vendor management, and event logistics.
- Ability to develop administrative procedures, evaluate operations, and recommend process improvements.
KNOWLEDGE AND ABILITIES
- Program and Event Coordination
- Project Planning and Administration
- Organizational Analysis and Process Improvement
- Vendor and Contract Coordination
- Relationship Management
- Customer Service Excellence
- Written and Verbal Communication
- Collaboration and Cross-Functional Coordination
- Budget Monitoring
- Time Management and Prioritization
- Problem Solving and Decision Making
- Attention to Detail
- Event Production and Logistics
Working Conditions
Work is performed in both office and event environments and requires frequent interaction with staff, community partners, vendors, elected officials, sponsors, and the public. The position requires occasional lifting of event materials, extended periods of standing and walking during events, and the flexibility to work evenings and weekends based on operational needs.
Position Summary
A successful Events Coordinator serves as the Library's central coordinator for programs and special events by managing complex projects from conception through completion, fostering collaborative relationships with internal and external stakeholders, improving operational efficiency, and ensuring every event reflects the professionalism, mission, and strategic goals of the Newark Public Library.
SALARY
$45,000/yr.
DEADLINE TO APPLY
August 28, 2026
Please send resumes to: Theresa Wright, Assistant Director of Human Resources - [email protected]
Pay: $45,000.00 per year
Work Location: In person
