Events Program Coordinator

Job Overview

This position operates within the Office of the Executive Director at the District of Columbia Public Library (DCPL) in the Events, Exhibits & Development Department. The department oversees all revenue-generating initiatives for DC Public Library, including Event Rentals, coordination of major Library programs at the Martin Luther King Jr. Memorial Library, and administration of the Arts & Exhibits program.

Primary Responsibilities

• Plan, organize, and coordinate events and private rentals primarily at the modernized Martin Luther King Jr. Memorial Library, with occasional activities at neighborhood libraries.
• Manage a variety of library events such as author talks, cultural festivals, performances, film screenings, and community programming, as well as private occasions including weddings, corporate meetings, fundraisers, and invitation-only government events.
• Develop detailed event schedules (run-of-show) and determine staffing requirements in coordination with departments like Public Safety, Facilities, and Public Service.
• Prepare and distribute essential event documents including schedules, contact lists, programs, and logistics details like parking, credentials, talent, catering, and signage.
• Handle contracts and payment processes for rental clients and program partners, collaborating with Finance, Legal, and Risk Management teams to ensure compliance with District regulations and Library policies.
• Keep accurate records, generate reports, and document outcomes to facilitate program evaluation and improvement.
• Monitor funding and in-kind resources for agency events, maintaining thorough contract and payment documentation.
• Assist the Event Manager in providing potential clients with comprehensive information on library spaces, rental rates, availability, and capacities.
• Manage marketing efforts for the event rental program including website content, social media, and advertising, ensuring alignment with the Library’s branding and marketing standards.
• Perform additional duties as assigned.

Qualifications and Experience

• Minimum high school diploma or GED equivalent.
• At least 4 years of relevant experience in event planning, management, and execution.
• A minimum of 2 years managing budgets, tracking expenses, and preparing financial reports.
• Strong communication skills, both oral and written, suited for interaction with clients, vendors, and stakeholders.
• Ability to think quickly and solve problems during events.
• Excellent multitasking skills to handle multiple projects, deadlines, and priorities concurrently.
• Proficiency in using standard workplace technology including email, online tools, databases, and audiovisual equipment.
• Advanced skills in spreadsheet and office software such as Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and Google Workspace (Sheets, Docs, Gmail, Drive).
• For District employees, at least 1 year experience at the next lower grade level (CS11).

Preferred Qualifications

• Bachelor’s degree in Business Administration, Event Planning, Project Management, Hospitality, Marketing, Instructional Design, or Public Relations.
• Experience in hospitality, nonprofit, or corporate event management fields.
• Familiarity with event management software such as Social Tables, Cvent, or Airtable.

Work Environment

The position requires physical activity such as walking, standing, bending, and carrying light items. Work environments include offices and event locations with adequate lighting and climate control. Event attendance may require evening and weekend hours.

Additional Information

• This is a Career Service Regular appointment at salary grade CS-12, with a budgeted salary range from $92,656 to $104,168 per year.
• Employment is subject to background checks including general and enhanced suitability screenings such as criminal background, traffic records, credit checks, and drug/alcohol testing as appropriate.
• Applicants who are current or former District employees will undergo reference verification regarding employment standing and rehire eligibility.
• The position follows a collective bargaining agreement and does not have promotion potential.
• Residency preferences require maintenance of D.C. residency for at least seven years; higher salary appointment roles have stricter residency timelines.
• Selected candidates receive benefits including health and life insurance, annual and sick leave, and coverage under the District government's retirement plan.
• The District of Columbia Government is an equal opportunity employer, prohibiting discrimination based on various protected categories.