Library Events Coordinator

Salary: $25.02 Hourly
Location : 201 W. Mifflin, Madison, WI
Job Type: HOURLY
Job Number: 2026-00216
Department: Madison Public Library
Opening Date: 06/30/2026
Closing Date: 7/7/2026 11:59 PM Central
Comp. Group/Range: 20/00

General Description
This is responsible administrative and customer service work involving the planning, organization and coordination of services and activities for events held at Madison Public Library (MPL). The work includes planning, coordinating, and overseeing event activities and customer needs relating to assigned events prior to, during the event and following the event. The work is performed under the direction of the Event Services Specialist with assignments and technical assistance from other Event Services staff. This position will work very closely with all departments at Madison Public Library, including events, programming, catering, and maintenance staff.
HOURS: This position is scheduled for approximately 20 hours per week and will include weekdays, weekends and evenings. Base hours are 12PM to 4PM but will vary based on the schedule of events, programs and activities.
Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn't match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.

Examples of Duties and Responsibilities
Coordination for MPL Events:

• Plan, coordinate and oversee all phases of assigned events to include advance planning, day-of-event coverage and post-event needs.
• Determine client needs and establish a plan for meeting those needs.
• Maintain a courteous, cooperative and professional manner in all interactions with clients, coworkers, vendors and the general public.
• Coordinate MPL services between staff, clients, vendors and approved caterers.
• Establish positive client relationships by taking actions and providing services designed to maximize customer satisfaction and encourage repeat business for MPL.
• Prepare and distribute event-related information in a concise, professional and accurate manner, including detailed event orders and diagrams of room layouts.
• Conduct tours of the facility for client and prospective clients; work with approved caterers and MPL to show facility to prospective clients.
• Provide information for billing activities for assigned events, in accordance with established policies and procedures.
• Set up and take down furniture and work with MPL Maintenance staff to prepare rooms for events; work with MPL Information Technology department to make sure audio visual systems are functional for events.

Miscellaneous

• Foster community through a commitment to continued personal growth, specifically in the areas of racial equity and social justice.
• Actively participate in staff meetings, system-wide meetings, etc.
• Engage with co-workers positively and constructively to help improve processes and communication across our buildings and systems.
• Assist in general reception duties for the Administration Office.

Perform other duties as assigned.
Minimum Qualifications

• Six (6) months of experience coordinating events such as library programs, conferences, weddings and banquets.

-OR-

• Associate's degree or higher in Business Management, Restaurant & Tourism Management, Event Management, Public Administration, or a closely related field.

-OR-
Two years of experience in applying the following:

• Customer service methods and practices.
• Computer software skills applicable to the duties of the position including Microsoft 365.

AND

Familiarity with the following:

• Hospitality, weddings, banquets, conferences, and/or meeting activities and services.

Special Requirements
Ability to meet transportation requirements.
Physical Requirements:

• Ability to lift/carry up to 50 pounds.
• Ability to reach, bend, and sit and/or stand and walk continuously for long periods of time.
• Ability to work in environments with amplified sound for extended periods.

*The payroll title is Monona Terrace Event Coordinator (Hourly)
Hourly employees are eligible to earn sick leave and may qualify for other benefits depending on the number of hours worked. Please visit our for more information.
01

Do you have an Associate's degree or higher in Business Management, Restaurant & Tourism Management, Event Management, Public Administration, or a closely related field?

• Yes
• No

02

If you answered 'Yes', to the previous question, please indicate your specific field of study.
03

Please indicate your professional experience working in hospitality, event management, conference services, banquet operations, wedding coordination, or meeting services.

• More than two (2) years of experience
• One (1) to two (2) years of experience
• Less than one (1) year of experience
• No experience

04

Please briefly describe your experience coordinating events such as library programs, conferences, weddings and/or banquets.
05

Please indicate the work tasks that you have regularly performed for AT LEAST ONE (1) year from the list below. (Check all that apply)

• Provided over the phone customer service
• Provided in person customer service
• Operate AV equipment for events
• Conducted facility/event space tours
• Set up/tear down furniture
• Used billing software to take payments
• None of the above

06

Please indicate your experience using Microsoft Outlook 365.

• Advanced (Can create complex rules, use macros to automate tasks, utilize conditional formatting, manage multiple calendars, create and manage distribution lists, export and import contacts, and delegate and track tasks)
• Intermediate (Can filter, search, and archive emails. Can use rules to manage incoming emails. Can share calendars, redirect meeting requests, manage contact groups, and set up auto-responders)
• Beginner (Can create, send, receive, and forward emails. Can organize emails into folders, create signatures, and attach files. Can make appointments and manage calendar invites. Can add, edit, and manage contacts)
• No experience

07

Please indicate your experience using Microsoft Excel 365.

• Advanced (Can manage and organize large amounts of data and create complex spreadsheet models, interactive dashboards, and customizable templates. Can design and implement complex formulas, including array formulas.)
• Intermediate (Can use more complex formulas, such as VLOOKUP, and can create and manipulate pivot tables, sort and filter data, and use conditional formatting
• Beginner (Can perform fundamental tasks such as data entry, basic formulas, and basic chart creation. Can use basic spreadsheet formatting, cell references, styles, and keyboard shortcuts)
• No experience

08

Please indicate your level of experience with Microsoft Word 365.

• Advanced (Can create a Table of Authorities in a brief)
• Intermediate (Can create a table, insert a footnote, insert header/footer)
• Beginner (Can perform fundamental tasks such as basic formatting, copying, pasting, changing fonts)
• No experience

Required Question

Salary : $25