Special Events Coordinator

Special Events Coordinator (29 hours per week)

Location: 2002 Bull Street, Savannah, GA 31401

Pay Grade: 107 ($25.00 per hour)

FLSA Status: Non-Exempt

JOB SUMMARY

Under the direction of the Director of Regional Operations, the Special Events Coordinator plans, organizes, and oversees events that engage the community and support the mission of the Live Oak Public Library System (LOPL). This position is responsible for coordinating internal and external system-wide meetings and events. This includes scheduling and booking event space; coordinating logistics with event partners and vendors; onsite organization; setup and teardown at the event space; seeking feedback around attendee experience. private elopement and small wedding ceremonies hosted at specific LOPL locations, as well as library-sponsored fundraising events, donor receptions, and community celebrations. The Coordinator ensures that all events reflect the library’s values, provide exceptional public service, and contribute to the library’s visibility and financial sustainability.

ESSENTIAL JOB FUNCTIONS

Position Duties and Responsibilities

· Prepare special event cost estimates and assists with preparing an annual budget for system-level special events.

· Manages fiscal processes and systems, such as W-9, Pos check requests, and credit card management.

· Coordinates logistics for Library’s regular meetings, board meetings, system level large or special events, including speakers, system achievements, participation in community events such as parades and festivals, etc. This includes reserving spaces and communicating with other departments such as Public Services, Facilities, and Communications.

· Schedule, plan and manage logistics for elopement ceremonies, small weddings and other private events held at specific LOPL locations.

· Coordinate special library-hosted events such as fundraising galas, donor recognition events and other programs collaborating with the Engagement, Development and Public services departments.

· Develop, implement and oversee procedures for public and private special events.

· Act as the central point of contact for inquiries about reserving meeting and event space.

· Market event spaces and coordinate event schedules.

· Plan special event details inclusive of guest needs. Maintain a high level of communication with guests planning events. plans

· Coordinate with IT for audio and video needs, while becoming an expert on in-house technology.

· Provide tech support to individuals and/organizations utilizing the event space.

· Must be available to work evening and weekends within a 29-hour work week.

· Supervise volunteers, vendors or suppliers

· Reviews venues to determine proper accessibility, signage, audio-visual equipment, room set-up, staffing, crowd control/traffic flow, etc.

· Embraces LOPL Core Values and strategic priorities.

· Demonstrates a commitment to inclusion efforts regardless of age, cultural background, ability, ethnicity, family status, gender, race, religion, sexual orientation, veteran status or national origin.

· Other duties as assigned

REQUIRED QUALIFICATIONS

Proficiency with database and accounting spreadsheet software.

Must have reliable transportation

Intermediate technology skills for successful use of social media, donor management software, Microsoft Office, and Google Workspace, and a curiosity to learn new platforms

Ability to travel within the city, state, and out of state as needed.

Ability to work evenings and weekends.

Ability to manage donor interest and personal information with tact and confidentiality.

Education and Experience:

High school diploma or equivalent, bachelor’s degree in public relations, Communications or Hospitality Management or relevant discipline is preferred.

Three years of event planning required.

Licenses or Certifications:

Valid driver’s license and insurability required.

Knowledge, Skills, and Abilities:

Proven strength for problem solving and strong analytical skills.

Strong communication skills (both written and oral).

Ability to be proactive, resourceful, highly organized and able to manage multiple projects and adjust priorities as necessary.

Ability to work effectively and cooperatively with a diverse group of people on a daily basis with a strong service orientation.

Ability to work with minimal supervision in a flexible environment.

Skills that emphasize teamwork, communication, ethics, trust and patience.

Enjoys being involved in all aspects of making the organization successful.

PHYSICAL DEMANDS

Work is typically performed with the employee sitting at a desk, standing for extended periods, or bending/stooping. The employee must be able to lift and carry up to 10 pounds routinely, climb ladders, climb stairs, stand for extended periods of time, extended walking within and outside branch locations, reach, bend, and stoop. Full range of hand and finger motion is required for data entry purposes. The ability to distinguish color is required for network wiring purposes. Additionally, the following physical abilities are required:

Work is typically performed with the employee sitting at a desk, standing for extending periods, or bending/stooping. The employee must be able to lift and carry up to 50 pounds routinely, climb ladders, climb stairs, stand for extended periods of time, extended walking within and outside branch locations, reach, bend, and stoop. Full range of hand and finger motion is required for data entry purposes. The ability to distinguish color is required for network wiring purposes. Additionally, the following physical abilities are required:

Balancing: Maintaining body equilibrium to prevent falling while walking, standing or crouching on narrow, slippery, or erratically moving surfaces. The amount of balancing exceeds that needed for ordinary locomotion and maintenance of body equilibrium.
Manual Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
Kneeling: Bending legs at knee to come to a rest on knee or knees
Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
Standing: Particularly for sustained periods of time.
Stooping: Bending body downward and forward by bending spine at the waist. Occurs to a considerable degree and requires full motion of the lower extremities and back muscles.
Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.

Reasonable accommodations may be made to enable someone with a qualifying disability to perform the essential functions of the position.

WORK ENVIRONMENT
Typical office/library environment. Some fluctuations in building temperature related to HVAC problems can cause uncomfortable periods of heat or cold. Some periods of elevated noise levels. Some stress related to the type of work being performed may be encountered e.g., pressure related to periods of high-volume activity and multiple demands.

Live Oak Public Libraries has the right to revise this job description at any time. This description does not represent in any way a contract of employment.

Salary : $25