Signature Events Coordinator

Basic Information

Reports to the Director of Programming and Marketing

40 hours per week

$17.98 per hour plus excellent benefits

Position open until filled.

Job Summary

The Signature Events Coordinator supports the production and promotion of signature programming—free public events and exhibits that contribute to the Library’s marketing and community engagement strategy. Signature programming helps the Library meet community information needs by creating safe spaces for diverse communities to explore complex ideas and engage authors, poets, artists, musicians, civic leaders, historical, literary, and social scholars, and more.

The Signature Events Coordinator performs multiple essential administrative duties that require clear, professional communication with Public Affairs and Library staff, presenters and their agents, community partners, patrons, vendors, and donors.

What You'd Do

Book event spaces for signature programming. Work with facilities and other Library staff to reserve and confirm space needs using a cloud-based service. Book security, parking, and catering for relevant signature programming in coordination with the Library’s Event Spaces Manager.

Coordinate presenter travel to and from Kansas City, arranging airfare, lodging, and ground transportation as needed. Document and update local presenter itineraries, noting media obligations and other special appearances.

Arrange book sales for select events by ordering books, tracking sales, and managing accounts.

Collaborate with Library Finance and Purchasing departments to ensure contracts, supporting paperwork, and invoices are processed correctly so presenters and vendors are paid promptly. Contribute to accurate financial reporting by tracking expenses related to signature programming.

Maintain accurate and detailed awareness of event planning, promotion and reporting timelines and workflows. 

Track and contribute information about signature programming for grant reporting and Library impact reports as requested.

Help manage the Director of Programming and Marketing’s calendar and communications as necessary.

Be on-site to support 6-8 signature events per month. Some evening and weekend hours are required.

You Need

Ability to manage and coordinate complex, administrative functions across various locations.

Ability to work within deadlines, manage projects and coordinate operational activities.

Ability to organize work effectively, working productively with minimum supervision.

Excellent oral and written communication skills.

Intermediate computer skills. Will need to effectively use Microsoft 365 applications, including Microsoft SharePoint, Outlook, Forms, Lists, Planner, Teams, Word, and Excel.

Knowledge of basic accounting procedures.

Skill in establishing and maintaining relationships with internal and external groups. Ability to interact professionally with staff, partnering agencies, and public audiences.

Able to work a flexible schedule that will include evening and some weekend hours.

Minimum qualifications include High school diploma/GED and two years post-secondary education plus two years of experience working in a professional environment. This requirement may also be met by an equivalent combination of education, work experience, and life experience.

How to Apply

Please apply for this position through our web application system at https://www.kclibrary.org/jobs. Kansas City Public Library is an equal opportunity employer and is committed to creating an inclusive environment for all employees.