POSITION:                Event Spaces Coordinator 

LOCATION: The Library Center – 4653 S Campbell Avenue – Springfield, MO

Classification:         Full Time

Salary Track:           Department Manager                                             

FLSA Status:           Exempt

PAY RATE:              $46,508.80 per year 

APPLICATION DEADLINE:  Until Filled

This is a full-time position, approximately 40 hours per week. Candidates must be available to work any hours the library branch is open. The Library Center is open Monday through Thursday 8:30-9:00, Friday 8:30-8:00, Saturday 8:30-7:00 and Sunday 10:00-6:00. There may be some hours before or after the library’s open hour to set up or break down events. As a condition of employment, work schedules may change as necessary to best provide user services and to meet the Library’s responsibility to the citizens of Greene County.

Excellent Full-Time Benefits include paid Vacation, Sick time off, and holiday pay.  Employee Assistance Program, Medical, Dental, and Vision insurance, LAGERS retirement plan, retirement savings, Life and AD&D insurance, and Telehealth.

This position requires a Bachelor’s degree. To be considered for this position TRANSCRIPTS MUST ACCOMPANY YOUR APPLICATION. All candidates for employment must be at least 16 years old.

Education and experience shall be evaluated with regard to recency and quality, as well as quantity.  Based on the number and quality of applicants, applications may be reviewed for qualifications beyond the minimums stated herein.

Proof of United States Citizenship/Authorization to Work in the United States as established by the Immigration Reform Act of 1986 is a condition of employment.

Applications may be found online at http://thelibrary.org/work then follow the link provided for this Job Posting.

Complete the application and submit your transcript, if required, through our online application process.

Direct questions through e-mail to humanresources@thelibrary.org or call 417-616-0589 Monday – Friday 8:30am – 5:00pm.

Individuals with disabilities should request reasonable accommodations in accordance with the Americans with Disabilities Act prior to testing or appointment.

EQUAL OPPORTUNITY EMPLOYER

Position Summary

The Event Spaces Coordinator manages all meeting and event spaces at the Library center and is responsible for promoting, scheduling and managing fee-based reservations for all branches of the Library district. The Event Spaces Coordinator is responsible for maintaining excellent communication with users of fee-based spaces to ensure expectations and contractual agreements are met or exceeded.

Essential Functions

• Markets and promotes use of spaces in conjunction with Community Relations
• Manages and supervises event spaces’ staff and volunteers
• Responsible for the daily operation of event spaces at The Library Center, including maintaining and refreshing rooms
• Designs and communicates room layout for internal and external users
• Estimates the cost of events, including supplies, and maintenance for rental agreements and annual budgeting
• Negotiates and administers contractual agreements for all paid events across the Library District
• Designs and communicates room layout for internal and external users
• Assists users in navigating options to enhance their event experience
• Invoices and collects appropriate fees for rental spaces across the library district
• Maintains frequent presence at the point of service desk in the lobby of the Hatch Auditorium
• Prepares meeting spaces for events and arranges timely and safe setup and break down
• Intermittently checks on events throughout the scheduled period to ensure compliance with contractual agreement or library policy
• Works closely with Library departments organizing events throughout the planning process to anticipate needed hospitality, AV and logistical features
• Coordinates other staff and departments to provide access to meeting spaces, maintain equipment, and facilitates policies and procedures as needed
• Routinely attends community functions for networking and event space promotion
• Works a varied schedule including days, nights, and weekends
• Interprets and implements the Library’s General Conduct Policy
• Timeliness:  The employee must be punctual and timely in arriving to work and completing tasks. The employee must also be capable of working all of the hours in their assigned shift.
• Ability to work with others and the general public:  It is essential that individual who works in this position have the ability to work and interact in a cooperative, pleasant, and constructive manner with others.
• This job description is not intended to be all inclusive; employee may be required to perform other related duties as required to meet the ongoing needs of the Library.

Education/Experience

Bachelor’s degree

2 years of hospitality or event management experience preferred

Public speaking experience preferred

Skills/Job Knowledge

Experience with event planning and coordination, as well as industry trends and standards

Understands all facets of event planning and execution

High level of competence with AV technology and basic lighting

Excellent written and oral communication

Multitasks and shifts priorities while maintaining composure under pressure

Exhibits the library's mission, vision and values

Possess working knowledge of common office software and will be trained on scheduling software

Contact 

Regular, daily, public contact

Work closely with other department managers both inside the Library Branch and across the Library District

Consistent contact with The Library Center Branch Manager and subordinates

Supervision

Supervised by The Library Center Branch Manager

Supervises Event Space Assistants

Physical Demands

Performs bending, squatting, kneeling and reaching from floor level to 6 feet in height

May stand, walk or sit for long periods of time

Routine lifting of up to 40 lbs. and pushing of carts up to 250 lbs.

Displays good coordination and mobility

Working Environment

Primarily indoors with heating and cooling regulated in a general library environment

Occasionally outdoors with some exposure

Miscellaneous Requirements

Must pass a security background check

The vision for the Springfield-Greene County Library is to be a thriving Library that is an integral part of the lives of the community. Library employees will be expected to embrace the following values:

Collaboration: Work in partnership to strengthen our community

Credibility: Be a source of trustworthy and dependable information

Empowerment: Provide the means or ability to accomplish objectives

Excellence: Be the best in everything we do

Inclusion: Invite and welcome

Innovation: Foster new possibilities

Respect: Treat all people with dignity