Event Coordinator II

Harris County Public Library (HCPL) - History

The Harris County Public Library (HCPL) system established in 1921 began as a collection of small libraries located in stores post offices and private homes. Over the years it has grown into a robust network comprising 26 branch libraries two technology service centers and two partner locations that provide collection and circulation services. HCPL serves the communities of unincorporated Harris County and cities without independent library systems.

In 2024 HCPL received the prestigious National Medal for Museum and Library Service the highest honor awarded to libraries in the United States. Bestowed annually by the Institute of Museum and Library Services (IMLS) this award recognizes institutions that deliver exceptional service to their communities. The library was recognized for innovative initiatives like HCPL Connected Enhanced Library Cards and its Mobile Outreach Librarian program.

HCPL is also recognized as one of the best places to work offering a supportive and inclusive environment that fosters innovation collaboration and professional growth. Its dedication to employee well-being diversity and community impact makes HCPL more than just a workplaceits where individuals can grow inspire and contribute to meaningful change.

The Event Coordinator is responsible for managing the day-to-day logistics of event planning and execution at Harris County Public Library. This role involves handling inquiries from professionals implementing strategies and engaging stakeholders to ensure client and professional satisfaction and collaborating with various departments to achieve seamless event coordination and execution. Possess excellent communication and project management skills a creative mindset and the ability to work well under pressure.

This is a part-time temporary position that will end on December 11 2026.

Duties & Responsibilities:

• Coordinate and oversee the planning and logistics of all events with reliable and experienced event professionals and stakeholders ensuring that professionals understand all the details related to the event

• Collaborate with various departments and stakeholders to coordinate details such as venue setup catering technology needs and promotional materials

• Primary contact for all event-related inquiries from professionals and stakeholders

• Ensure any event details are completed quickly and with limited disruption to the event. This includes day-of cancellations and involves being available during all events

• Develop and maintain an event handbook to ensure professionals understand event protocol and train new event pros on event expectations

• Conduct events calls for larger events

• Handle issues complaints pay and reimbursement requests in coordination with event finance and HR teams

• Maintain a relationship and open communication with event professionals to understand ways we can improve events receive feedback and share positive experiences and photos with the internal events team

• Maintain a database of reliable and trusted event professionals in each market

• Actively recruit new professionals in anticipation of the need for event professionals in current and new markets

• Assist in business development outreach for new business development opportunities as needed including interfacing with clients

• Monitor event budgets and expenses to ensure cost-effective solutions and timely submission of expenses for payment

• Coordinates with other divisions and responds to requests for information

• Performs a wide range of technical analytical and general administrative duties

• Establishes and maintains various in-house spreadsheets and other tracking tools

• Assists with special projects and must be willing to perform other related duties as assigned

• Other duties as assigned

Education:

• Bachelors degree in event management hospitality marketing communications or related field from an accredited college or university

• Three (3) years of verifiable experience in an educational setting policy research analysis and development public administration intergovernmental affairs or a related area

• Knowledge of principles and practices of organizational and project management skills
• Proficiency in the use of MS Office and ability to learn various grant submittal interfaces and websites
• Ability to plan and organize work perform under pressure and meet deadlines
• Ability to communicate effectively with internal and external sources and keep management informed
• Strong problem-solving critical thinking and analytical skills
• Ability to analyze and interpret data for accuracy and be detail-oriented
• Ability to communicate complex information clearly and concisely both orally and in writing.
• Excellent interpersonal skills.
• Able to work independently with minimal supervision
• Ability to use independent judgment and discretion to make decisions in the best interest of the Harris County Public Library.
• Ability to work successfully in a team environment to provide excellent customer service.
• Proficient in MS Office Suite (Word Excel PowerPoint Outlook)

Experience:

• Experience in a library or public sector environment
• Experience working with nonprofits

Position Type and Typical Hours of Work:

• Temporary Part-time
• Hours may vary based on the departments business needs. Monday - Friday. Employees may be required to work long and irregular hours in circumstances of departmental deadlines and occasionally weekend work. Attendance at evening meetings after-hours events and off-site meetings may be required.

• $20 Per Hour
• Paid Biweekly

• Driving: Available and reliable transportation for work-related duties
• Office Equipment: Daily use of a computer keyboard copier scanner printer calculator phone (desk and cell). Daily use of software programs including Microsoft Office Suite Outlook Word Excel and GPS.
• Physical Activities: Sits for long periods of time; light physical activity that may include walking sitting standing stooping bending reaching lifting and carrying
• Lifting: Ability to lift carry and exert up to 25 pounds. Occasionally lifts carries and exerts up to 40 pounds
• Vision and Hearing: Must have visual acuity to see and read paper and electronic documents. Must be able to answer telephones conduct conversations and respond to verbal inquiries.
• Exposure to Environmental Conditions: The position generally works in an office setting with overhead lighting and long periods of screen time.

• Reports To Position: Division Director of Research and Development
• Supervises Positions: None

Work Location:

• Library Administration: 5749 South Loop East Houston TX 77033