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Form of workThe Madison Public Library is looking to hire an Event Services Specialist. This is responsible administrative and programmatic work. The work involves all aspects of event services, including but not limited to room reservations, building rentals, caterers, bar service, and other vendors associated with rental events. The work includes serving as weekend operations manager providing administrative support, program coordination of services, as well as serving as a resource to the public, staff, and volunteers. The position will also assist other Administrative staff. The position may act as the leadworker of hourly staff. The position will work closely with the public, vendors, renters, and must be able to communicate in a positive manner while still requiring that visitors and rental clients follow appropriate Library policies and procedures.
Employees may be eligible for loan forgiveness through the Public Service Loan Forgiveness Program.
The City of Madison is an equal opportunity employer functioning under an affirmative action plan. We value diversity, equity, inclusion, and belonging.
Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply!
- Coordinate private event, public event and meeting room reservation details including registrations, contracts, reservation and attendance data.
- Provide tours to potential renters.
- Act as liaison with caterers and other vendors.
- Inform the public about facility rental fees and policies.
- Create event layouts and detailed timelines.
- Direct Maintenance staff on event set up and clean up and security staff.
- Serve as on-site specialist for private and public events to ensure a positive customer experience.
- Provide customer service in the Administration office via phone, email and in person.
- Provide backup for other administrative office staff.
- Train and direct interns, event aides, and volunteers.
- Act as a liaison with other Library departments to ensure effective events communication.
- Provide referrals to managers and provide first-line complaint resolution.
- 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.
- Other related duties as assigned.
- Three (3) years of responsible administrative support experience that included significant responsibilities involving complex administrative, accounting, hospitality industry, or event management systems and procedures.
- Coursework in administration, business, marketing, accounting, hospitality, tourism, or event management.
-OR-
- Bachelor's degree from an accredited college or university.
-OR-
- Associate's degree in a related field, such as administrative assistant, legal secretary, office management, marketing, business, public administration, hospitality, event management, or related field.
If an applicant does not possess the specific requirements outlined above, HR will review the application materials to determine if the applicant possesses the following equivalent experience:
Two (2) years of experience in applying the following:
- Customer services methods and practices.
- Event planning and oversight practices.
- Computer software applicable to the duties of the position.
The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore successful candidates will have demonstrated ability to effectively work with multicultural communities.
For a complete list of the knowledge, skills and abilities, please view the class specification.
Ability to meet the transportation requirements of the position.
Physical Requirements:
This position requires the incumbent to be mobile and involves a lot of walking in meeting with potential renters, vendors, assisting groups, giving tours, etc. Will regularly be responsible for assisting with moving tables, chairs, and other room set-up items. The position requires reaching, bending, and lifting up to 50 pounds.
Employment Type: PERMANENT FULL TIME
