Library Event Coordinator

Overview:

A career with Johnson County Government is more than just a job, it is an opportunity to serve a diverse and expanding community in meaningful ways. We challenge ourselves to be a different kind of government because we care deeply about our community and each other. Committed to our shared values, we provide excellent public service, seeking always to improve ourselves and our organization. We offer wonderful benefits, retirement plans, wellness incentives, a great organizational culture, and much more! If you’re searching for something more than just a job, something akin to a calling, then consider the challenge and opportunity of being a member of Johnson County Government!

Johnson County Library is a 14-branch suburban library system with a long history in our community.  A suburb of the Kansas City metro area, our county is growing and diversifying. We serve neighborhoods ranging from urban to suburban to on-the-edge-of rural.  We prize innovation and commitment to learning.  We are a fun, forward-thinking organization with a mission to enrich people's lives.

Johnson County Library seeks engaged, qualified candidates to fill the position of Event Coordinator as part of the Johnson County Library Development Department and Foundation. The Event Coordinator is responsible for supporting the organization in the planning and execution of logistics for the Library’s signature annual event, Library Lets Loose, two annual 1952 Society events, committee meetings, and other possible community events and workshops.  This position will help develop and oversee many of the standardized components of event management, including but not limited to a master event calendar, vendor contracts, registration strategy and tools, facility and event setup, digital event capabilities and standards, end-to-end event communication strategy (pre- and post- event comms, directions, parking, surveys, et al.). The Event Coordinator will serve as a subject matter expert in all areas of event management, engaging with colleagues responsible for producing event content to deliver high quality events, whether it is hosted by the organization or coordinating participation in an event hosted by another or partner organization. The Event Coordinator will also carry out various administrative tasks related to their assigned areas.  This posting will be open through the end of the day on November 1, 2024.  Other duties include:

• Plans and coordinates logistics of events, meetings, or workshops of various size and function; develops and oversees master event calendar; develops standard event processes and procedures; collaborates with stakeholders regarding event details, needs, objectives, and requirements; develops event topics and chooses featured presenters; creates event map and master of show; partners with internal and external resources to ensure smooth event production; manages and negotiates vendor contracts; collaborates with creative services to create event communications; designs and implements efforts to publicize events and promotes sponsorships; arranges the availability of audio-visual equipment, transportation, displays, and other event needs; evaluates, selects, and works with independent contractors for specific event needs and functions; organizes and oversees registration of event participants; inspects event facilities to ensure that they conform to requirements; coordinates and completes event setup; acts a main point of contact for events and monitors event activities; conducts post-event evaluations to determine how future events could be improved.
• Understands and adheres to relevant department and County processes, procedures, and protocols related to public interactions, safety, security, purchasing policies, and facilities management; understands and adheres to brand standards through event process; maintains proficiency in all relevant audio-visual technologies.
• Completes various administrative tasks related to the events and programs or assigned functions; creates and sends mailings; manages documents and meeting agendas; schedules meetings; produces meeting notes; produces reports; maintains records of events/programs; learns and participates in event project management.
• Manages relevant event budgets; reviews event bills for accuracy and approves payments; assists financial staff with reconciliation of expenses; pulls reports and data; provides input regarding creation of future budgets.
• Coordinates with department staff in various ways to carry out events and programs; manages relevant County and/or community relationships to maximize partnership opportunities; collaborates with appropriate staff to obtain event volunteers; collaborates with IT resources regularly.

Minimum Job Requirements:

An associate's degree in Event Planning and Management or relevant field is required.  Three (3) years of experience in event planning or coordination, or relevant experience is also required.

Johnson County Government requires reference/background screening for all positions. Specified criteria may vary by Department/Agency.

Preferred Qualifications:

A bachelor's degree in Event Planning and Management or relevant field is preferred.  Three (3) years of experience in public service or non-profit organizations and one (1) year of experience leading, directing, supervising, or coordinating the work of others are preferred. 

Education/Experience Substitutions:

Experience may be substituted for education.  Education may be substituted for experience. 

Physical, Environmental, and Special Working Conditions:

Lifting requirement up to 20 pounds.

Regular evening work and one weekend per year are required.

All County employees may be called upon to assist other departments in a declared emergency situation.