Program Coordinator (Library)

PROGRAMMING COORDINATOR (Library)

DISTINGUISHING FEATURE OF THE CLASS

The Program and Events Coordinator plans, organizes, schedules, and implements cultural, educational, civic, and informational programs, events, gallery exhibitions, and theater functions across library facilities, including the Main Library, Huguenot Children’s Library, Lumen Winter Gallery, and the Ossie Davis Theater. The position involves developing program ideas and coordinating activities by working closely with librarians, library staff, advocacy groups, community organizations, civic groups, educational institutions, and other relevant stakeholders. The Coordinator oversees all aspects of program, gallery, and theater operations, including room setup and breakdown, stage and technology needs, custodial instructions, and other logistical requirements. The role includes supervising, training, and supporting staff or volunteers involved in program and event execution, ensuring activities are carried out efficiently, professionally, and in alignment with the Library’s mission, strategic goals, and objectives. The Coordinator also manages vendor contracts, external partnerships, and associated financial processes to ensure smooth program execution and compliance.

EXAMPLES OF WORK: (

Plans, develops, organizes, schedules, and implements programs, events, gallery exhibitions, and theater functions

Functions as the theater manager for the Ossie Davis Theater and coordinates related programming opportunities

Coordinates gallery exhibitions, including the Lumen Winter Gallery and other library spaces

Collaborates with library staff and external organizations to generate program and exhibition ideas

Oversees all aspects of program presentation, including room setup, breakdown, stage, and technology requirements

Maintains and updates the library programming calendar, including Google-based calendar management

Submits contracts for all external vendor-led programs across library departments

Prepares and maintains contracts, clear records, and documentation for external vendors providing goods or services

Coordinates with Accounts Payable to submit vendor payment requests and tracks financial records with administration

Works with Librarian 2s, Senior Clerks, and other staff to ensure adequate coverage of all programs and events

Works with Marketing and Communications, Social Media/Videographer/Graphic Artist, Outreach, Children’s and Teen Librarians, and other staff to ensure branding accuracy of promotional materials

Develops intentional cultural and literary series, including scheduling recurring events (e.g., cultural concerts, author talks) and coordinating reception logistics

Prepares promotional materials for programs and events, including press releases, mailings, social media, web content, newsletters, and event calendars

Compiles statistics and data on programs, exhibitions, and events, preparing reports and updates as required

Participates in the preparation, monitoring, and analysis of program, exhibition, and event budgets

Uses computer applications and automated systems, including spreadsheets, word processing, calendars, email, and database software, to perform work assignments

Supervises, trains, and supports staff or volunteers involved in program and event execution

Performs other related and incidental tasks as needed

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of the local community and public library services, policies, and modern library aims

Successful experience planning and implementing cultural, educational, civic, or informational programming in a library, public/government sector, or non-profit environment

Strong organizational, planning, and supervisory skills, including the ability to oversee staff or volunteers

Experience managing vendor contracts, external partnerships, and associated financial processes

Proven experience developing intentional cultural or literary programming series

Excellent written and oral communication skills

Proficiency with technology, including spreadsheets, word processing, email, Google Workspace (Docs, Sheets, Calendar), and database systems

Ability to collaborate effectively across multiple departments and with external vendors

Commitment to teamwork and customer-centered service

Ability to work a flexible schedule, including evenings and weekends, to support library programs, exhibits, and events

Ability to work with a diverse community of library users and participants

ACCEPTABLE TRAINING AND EXPERIENCE:

Possession of a Bachelor's degree from an accredited college or university recognized by the State Education Department of New York (or higher) and at least two (2) years of programming experience working in a library or other public/government sector, or non-profit organization.

Pay: $62,912.00 - $62,913.00 per year

Work Location: In person